Openings at International Organization for Migration

Operations Management Jobs, Administrative Jobs, Secretarial, Logistics,

Operations Assistant

Core Functions / Responsibilities: 

  • Undertake field support activities in an assigned area or areas, such as at an airport, transit center, third-party facility, camp-based operation or sub-office, or in relation to transportation.
  • Perform airport services, such as providing custodial care of travel documentation; verifying identities and documentation, including exit permissions, visas, tickets and other items in the travel bag; assisting with airport formalities, including flight arrivals, curb-side assistance, check-in, luggage formalities, immigration procedures, security screening systems and customs clearance; escorting arriving individuals to ground transportation and departing individuals to their gates; visually confirming flights have departed; ensuring individuals with special needs or equipment receive appropriate support; and, as needed, sending notifications using relevant systems. 
  • Assist individuals at transit centers or third-party facilities, including upon arrival with sign-in, verification of identity, orientation, food and non-food items and room assignments; during their stay with food and non-food items, instructions, briefings, activities and resolution of issues; and upon departure for medical appointments, return travel or onward travel with briefings, luggage support and transition to transportation. Enter and update relevant data in the appropriate systems and ensure IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy.vulnerable individuals are assisted in a manner that ensures their safety, security and comfort; report all issues immediately to the appropriate supervisor(s). 
  • Provide assistance at transit centers and third-party facilities for extended periods of up to 12 hours and during overnight periods and weekends, ensuring the needs of individuals are met throughout their stay. Communicate promptly with third-party facility representatives and/or supervisors if issues arise. 
  • Assist in the coordination of transportation from consolidation points, transit centers and third-party facilities, including liaising with service providers, ensuring the identity verification, readiness and organization of individuals being transported, and providing relevant briefings. Assist with baggage sorting, tagging and handling and escort individuals on transportation as needed. Ensure individuals with special needs are provided with appropriate services and report any issues to supervisors immediately.
  • Provide selection mission support, exit permit support and/or interpretation services for individuals at the airport, in transit centers, camps, consolidation points and thirdparty facilities or during transport by air, ground or water. 
  • Provide regular feedback on work being accomplished to the Senior Operations Assistant – Field Support (Transit Center) and/or supervisors and team members and keep supervisors immediately informed of any issues requiring their attention.
  • Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Senior Operations Assistant – Field Support or management of any non-compliance to Standard Operating Procedures or codes of conduct by IOM staff members or partners.
  • Perform such other duties as may be assigned.

Required Qualifications and Experience
Education

  • High School Degree/Certificate with four years of relevant working experience.

or 

  • Bachelor’s Degree or Equivalent with two years of relevant working experience.

Experience 

  • Good knowledge of Microsoft Office programs.
  • Prior working experience with international humanitarian organizations or nongovernment institutions/organizations in a multi-cultural setting is an added advantage. 
  • Strong interpersonal and communication skills.

Languages

  • Fluency in English and Kiswahili is required. Working knowledge of Somali is an added advantage.

Closing Date: 26 June, 2023

Operations Assistant, Movements

Core Functions / Responsibilities: 

  • Coordinate, schedule and book travel for individuals upon receipt of travel-ready status and/or request in accordance with travel requirements, including but not limited to the distribution of Advance Booking Notifications (ABNs), updates, domestic flights, cancellations and departure notifications.
  • Organize and complete all bookings in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT) and standard operating procedures (SOPs) from the Division of Resettlement and Movement Management (RMM). Under the supervision of the Senior Operations Assistant (Movements). distribute travel information to internal and external stakeholders.
  • Compile and analyze descriptive statistics, using I-GATOR to capture costs and prepare travel loan paperwork as specified in SOPs and in accordance with host government’s procedures. 
  • Create movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability. IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy.
  • In accordance with local practices and RMM guidelines and standards, and in close coordination with supervisors, identify and assign escorts to accompany vulnerable individuals. 
  • In coordination with Senior Operations Assistant (Movements), process exit permission paperwork and ICRC Travel Documents in accordance with established standards and the local guidelines. 
  • Conduct identity and document verification prior to the distribution of travel documentation to refugees, immigrants and migrants.
  • Conduct pre-departure counselling on pre-embarkation procedures and special needs during travel (such as meals, medication, wheelchairs and medical conditions) as needed. Identify beneficiary vulnerabilities and coordinate appropriate action to ensure they are addressed.
  • Provide regular feedback on work being accomplished to the Senior Operations Assistant (Movements) and keep supervisors immediately informed of any issues that arise.
  • Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including iGATOR, MiMOSA, SAR and Amadeus), as well as the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the Prevention of Sexual Exploitation and Abuse (PSEA.)
  • Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Senior Operations Assistant (Movements) or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
  • Perform such other duties as may be assigned.

Required Qualifications and Experience
Education

  • Completed University Degree in a relevant field from an accredited academic institution with 3 years’ relevant professional experience.

or; 

  • High School Certificate with or a related discipline from an accredited academic institution with six years of relevant experience 5 years of relevant professional experience. 
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Experience 

  • Prior Movement Operations, transportation-related and/or management experience a strong advantage.

Other Skills

  • Previous experience with Movement Operations’ related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a strong advantage.
  • Good computer skills – Word, Excel and Internet.

Language

  • Fluency in English and Kiswahili is required.
  • Working knowledge of French or Somali is an advantage.

Closing Date: 26 June, 2023

Method of Application

Interested candidates are invited to submit their application by sending a Motivation Letter and the updated CV to the email address hrnairobi@iom.int referring to this advertisement. Only shortlisted applicants will be contacted.

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