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.
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.
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.
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.