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Operations Assistant Job in Nairobi, Kenya

Vacancy Notice No: IOM/SVN/026/2015
Position Title: Operations Assistant I
Position Grade: G5
Duty Station: Nairobi, Kenya

Seniority Band: Band III

Job Family: Core Migration
Organizational Unit: Airport Operations Unit

Position Rated:
Subject to Rotation: No

Reporting directly to:
 Sr. Airport Operations Assistant

Overall supervision by: Program Support Officer
Contract Duration: 1 year (renewable) Fixed Term Contract II. 

Organizational Context and Scope: Under the overall supervision of the Program Support Officer and under the direct supervision of the Sr. Airport Operations Assistant and in coordination with the Program Support Officer, the incumbent will assist in implementing the refugee resettlement operations and activities at the JKI Airport, Nairobi.

Responsibilities and Accountabilities
  • Transmit IOM Travel documents from IOM office to the airport for the migrants departing, or transiting Nairobi.
  • Arrange for USRAP promissory notes and Canadian warrants to be signed prior to departure from JKIA.
  • Liaise with airlines regarding pre-check-in procedures for IOM groups.
  • Coordinate migrants’ transportations between IOM Transit Center and JKIA.
  • Check airline tickets and verify travel documents and migrants’ identities prior to check-in.
  • Arrange check-in of the migrants departing JKIA assisting with bags, providing ID verification, leading departing migrants through customs and immigration.
  • Tag refugee baggage.
  • Ensure that relevant airport services are accessed for cases with special needs; including medical and unaccompanied minors.
  • Liaise with airlines, immigration, airport authorities on procedures for IOM passengers.
  • Assist IOM passengers arriving with IOM charters at JKIA or Wilson airports making sure that all relevant documents are prepared for the arriving passengers: manifests, movement passes.
  • Ensure with Movement Assistants that clothes distribution is done for IOM transiting passengers.
  • Arrange for meals and accommodation as necessary for all IOM passengers in case of delay with departure.
  • Inform Sr. Operations Assistants of any flight changes, cancellations.
  • Confirm departures to Operations Assistants, and provide bag count for transmitting the data to the receiving IOM mission.
  • Assist IOM transiting passengers at JKIA with transfer from one flight to another.
  • Assist IOM transiting passengers at JKIA with arranging accommodations and meals in transit.
  • Report transit of IOM Proflights to Operations Assistants, and IOM sending missions.
  • Reports on the costs incurred by transiting IOM passengers to Operations Assistants and sending IOM missions for proper settlement.
  • Perform any other duties assigned that may be assigned from time to time.

The incumbent is expected to demonstrate the following technical and behavioural competencies. 

  • Takes responsibility for meeting commitments and for any shortcomings 
  • Establishes and maintains effective working relationships with clients 
  • Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries 
  • contributes to colleagues' learning 
  • actively shares relevant information 
  • actively seeks new ways of improving programmes or services 
  • provides constructive feedback to colleagues 
  • identifies risks and makes contingency plans 
  • knowledgeable about and promotes IOM core mandate and migration solutions
  • proactively identifies and advocates for cost-efficient technology solutions
  • Works effectively in high-pressure, rapidly changing environments; 
  • Coordinates actions with emergency response actors and making use of coordination structures; 
  • Supports adequate levels of information sharing between internal units, cluster partners, IOM and other emergency response actors; 
  • Establishes and maintains effective relationships with implementing partners; 
  • Makes correct decisions rapidly based on available information
Education and Experience
  • Bachelor Degree in related field
  • Diploma in IATA Standard or related field.
  • 5 years of resettlement or movement experience.
  • Experience working with actors involved in movements: RSC, UNHCR, airport authorities etc.
  • Three years of resettlement or airline experience, such as experience working with actors involved in movements: RSC, UNHCR, airport authorities.
  • Strong practical computer skills, including MS Word, Excel. 
  • Proficiency in AMADEUS, and Mimosa. Knowledge of USRAP, Australian, Canadian, and European IOM resettlement procedures.
  • Required IOM functional competencies: effective communicator, successful negotiator, creative and analytical thinker, active learner, team player, and cross cultural facilitator.
  • Ability to read, understand and apply written instructions and guidelines; interpret instructions and resolve work related problems; detect input/output errors; perform basic arithmetical calculations.
  • Ability to work under stressful conditions such as heavy workloads and deadlines. Attentive to details. Accuracy in handling and reporting data. Willing to accept flexible work schedule
  • Thorough knowledge of English, Swahili and Somali is an advantage.
Languages Required: Excellent command of the English language (oral and written)
Mode of Application:
Submit cover letter and CV including daytime telephone and e-mail address to:-

International Organization for Migration (IOM), 
Human Resources Department, 
P.O. Box 55040 – 00200, 
Nairobi, Kenya 

or send via e-mail to

Closing Date:
 21 July 2015

Only shortlisted applicants will be contacted

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