Vacancy No.

IOM-VN/0099/23

Position Title

Senior Operations Assistant - Movement

Duty Station

Addis Ababa, Ethiopia

Classification

G6

Type of Appointment

One Year Fixed Term - with the possibility of extension

Estimated Start Date

As soon as possible

Posting Period

25.08.2023 – 31.08.2023

The International Organization for Migration (IOM) is the UN Migration Agency with 174 Member States. IOM works closely with governmental, intergovernmental and non-governmental partners in the field of migration. 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.

Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations Units in various IOM Country Offices, coordinated under the Division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters (HQ), are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization's programmes.

Responsibilities and Accountabilities:

Under the overall supervision of the Chief of Mission and direct supervision of the National Movement Operations Officer - Movement, the incumbent will be responsible for executing and coordinating the resettlement operations and work plans for Operations Assistants in Movement to ensure timely departures of refugees and migrants to their destinations in compliance with the required procedures.

In particular, the incumbent will perform the following duties:

1. Oversee up to eight staff members coordinating, scheduling and booking travel upon receipt of a 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. Support staff development processes such as hiring, providing training, assigning duties and giving feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of movements activities.

2. Oversee the organization and completion of 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).

3. Ensure compliance with program-specific SOPs for different migrant types and other modes of travel by air, land or sea. Supervise the distribution of travel information to internal and external stakeholders.

4. Oversee Movements team members as they 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. Ensure paperwork is accurate and timely. 

5. Oversee the creation of movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability.

6. In accordance with local practices and RMM guidelines and standards, and in close coordination with supervisors, oversee Movements team members as they identify and assign escorts to accompany vulnerable individuals.

7. Oversee identity and document verification prior to the distribution of travel documentation to refugees, immigrants and migrants.

8. Oversee 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.

9. Under the close supervision of National Associate Operations Officer - Movement, liaise as needed with other teams and units in IOM Ethiopia and with external partners such as airport and government authorities, relevant embassies, and the United Nations High Commissioner for Refugees (UNHCR). Provide regular feedback on work being accomplished to the National Associate Operations Officer - Movement and keep supervisors immediately informed of any issues that arise.

10. Demonstrate a comprehensive 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).

11. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert National Associate Operations Officer - Movement or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

12. Perform such other duties as may be assigned.

Job Requirements

Education

• Bachelor’s degree in Hospitality, Travel, Transport and Logistics or related field.

Experience

• A desirable of six or a minimum of four years of experience for BA degree holders

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

• Experience at the Airline or travel agency in the area of operations and coordinating the work of others.

• Previous working experience with NGOs or international organizations is an added advantage.

Languages

• Fluency in English and Amharic (oral and written).

• Working knowledge of Somalia, Tigrigna, Arabic and other languages of refugees in Ethiopia is an advantage.

SKILLS

• Strong computer skills - Word, Excel and Internet; past experience with Movement Operations-related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a distinct advantage.

Values and competencies

The incumbent is expected to demonstrate the following values and competencies:

Values:

• Inclusion & respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible.

• Integrity & transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.

• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.

• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

How to Apply

Applicants are required to apply via this LINK.  Please put the vacancy number, job title, and the duty station you are applying for in the subject line i.e., “Senior Operations Assistant- Movement, IOM-VN/0099/23, Addis Ababa Any application without this information in the subject line and that does not fulfill/attach the below-listed documents will be excluded from the applications.

• Motivation/Application letter indicating the short vacancy number and position title as mentioned in the short vacancy notice.

• CV (written in English) with three professional referees and their contacts (both email and telephone) and Copies of all Academic Certificates from an Accredited University

Only shortlisted candidates will be contacted.

The appointment is subject to funding confirmation.

We strongly encourage qualified women to apply!

Posting Period: 25.08.2023 – 31.08.2023