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Senior Operations Assistant Job in Nairobi, Kenya

International Organization for Migration (IOM)
 
Position Title: Senior Operations Assistant

VN No: IOMKE/SVN/066/2016
 
Duty Station: Nairobi, Kenya
 
Classification: General Service Staff, Grade G6
 
Type of Appointment: One Year Fixed Term Contract, with possibility of extension.
 
Estimated Start Date: As soon as possible

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.

IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Context:
 Under the overall Supervision of the Head of Operations and direct supervision of the Operations Officer the incumbent will be responsible for executing and coordinating the resettlement operations and work plans of the Global or USRAP Movements Sub-Unit, as assigned, and relevant staff of the Data Entry sub-unit under the Pre-departure and Documentation Unit to ensure timely departures/movements of the refugees and migrants to their destinations in compliance with the required procedures.
 
Core Functions / Responsibilities:
  • Plan and assign tasks, coordinate leave and training of the team members in the assigned Movements Unit, in coordination with Operations Department Management.
  • Supervise the unit’s staff including evaluation of performance in SES. Oversee quality control of the daily operations of the unit.
  • Follow-up for timely assignment of medical and operations escorts to proflights.
  • Monitor timely creation of proflights in MiMOSA and proflight files, name lists, booking details and timely distribution of Advance Booking Notifications, Transit Visa Waiver Requests, Additions and Deletions to the Proflight by the staff of the assigned Movements Unit.
  • Update staff on movements and programs’ requirements.
  • Perform daily coordination with IOM airport staff, IOM Transit Centre, IOM field offices, finance, medical, cultural orientation, and other relevant units on movement related issues.
  • Coordinate with relevant IOM offices and counterparts ground transport arrangement for refugees traveling from the camps to International departure point.
  • Liaise with IOM medical department to ensure logistics and follow up on medical procedures are completed for departing cases as required.
  • Prepare movement statistical reports for the assigned Movements Unit.
  • Ensure compliance to SOPs and procedures of MiMOSA, I-GATOR, AMADEUS, HIT in the assigned Movements Unit.
  • Control communication of the Unit with relevant regional missions or other counterparts as required, on matters of departure schedules, fare quotations, travel documents and other formalities.
  • Liaise with embassies, consulates and UNHCR to obtain required travel documents for safe travel of IOM passengers. Ensure proper documentation to enable refugees, students, migrants and IOM staff travel safely.
  • Ensure and implement security and safety measures for data, correspondence and documents at all stages of movement processing.
  • Control proper IOM fare application in bookings, timely follow up with refunds in the Unit.
  • Control record keeping of pro-flight files in the Unit, timely closure of files and handover to airlines accounts team.
  • Ensure timely preparation and signature of loan fund forms (Transportation Warrants, Promissory Notes) as applicable in the Unit.
  • Perform any other duties as may be assigned.
Required Qualifications and Experience
 
Education
  • High School diploma with 6 years of experience or Bachelor’s Degree in Hospitality, Travel, Transport and Logistics or related field with 4 years of experience.
  • Strong practical computer skills, including MS Word, Excel. Proficiency in AMADEUS, I-Gator, Mimosa.
Experience
  • Airline or travel agency experience in the area of operations and coordinating the work of others.
  • Knowledge of Australian, Canadian, European and US IOM resettlement procedures a must.
  • Required IOM functional competencies: effective communicator, successful negotiator, creative and analytical thinker, active learner, team player, and cross cultural facilitator.
  • Accuracy in handling and reporting data.
  • Mature individual and able to work on overtime, when requested and independently.
  • Previous working experience with NGOs or international organizations, is an added advantage
Languages: Excellent command of the English Language (oral and written).
 
Required Competencies
 
Behavioural
  • Accountability – takes responsibility for action and manages constructive criticisms
  • Client Orientation – works effectively well with client and stakeholders
  • Continuous Learning – promotes continuous learning for self and others
  • Communication – listens and communicates clearly, adapting delivery to the audience
  • Creativity and Initiative – actively seeks new ways of improving programmes or services
  • Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
  • Performance Management – identify ways and implement actions to improve performance of self and others.
  • Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
  • Professionalism - displays mastery of subject matter
  • Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
  • Technological Awareness - displays awareness of relevant technological solutions;
  • Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.
Other: Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. 

In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

How to apply:
 
Submit cover letter and CV, including daytime telephone and e-mail contact to:

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

or send via e-mail to hrnairobi@iom.int.

Closing Date: 04 July 2016

Only Shortlisted Applicants will be contacted.

Note

No Fee: The International Organization for Migration (IOM) does not charge a fee at any stage of the recruitment process (application, interview meeting, process or training). IOM does not concern itself with information on applicants’ bank details.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

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