Senior Operations Assistant, Movement and Data Processing (Expedited Recruitment)

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. Movement Operations Units in various IOM Country Offices, coordinated under the Resettlement and Movement Management (RMM) Division in the Department of Mobility Pathways and Inclusion at IOM’s Geneva Headquarters, 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.

Under the general supervision of the Head of Programmes, the direct supervision of Movement Operations Manager Moldova, and the technical supervision of the Deputy Head of Operations Eurasia, the Senior Operations Assistant, Movement and Data Processing, is responsible for the following duties and responsibilities.

1. Oversee up to a total of eight staff members who are undertaking movements and data processing activities, including coordinating, scheduling and booking travel, distributing Advance Booking Notifications (ABNs), and issuing updates on domestic flights, cancellations and departure notifications; or data processing activities, including recording demographic and biographic information in MiMOSA, confirming receipt to third parties, and managing, securing, and accounting for travel documents in accordance with the local standard operating procedures (SOPs). Support staff development processes such as 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 activities. 
2. Oversee the organization and completion of all bookings by Movements’ staff members in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT).  
3. Ensure compliance with program-specific SOPs for different migrant types and other modes of travel by air, land or sea.  
4. Distribute information to internal and external stakeholders.  
5. Oversee the creation of movement data files, by ABN, for all individuals in accordance with SOPs. Oversee Movements staff members as they compile and analyse 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.    
6. Ensure Data Processing staff members are undertaking secure storage of documentation and data in accordance with IOM principles and guidelines, that they are taking all necessary measures to guarantee limited access to physical files, and that they are dispatching travel documents and coordinating exit permits in a timely manner. Ensure the travel bag has all necessary documentation to depart the country.    
7. Oversee Data Processing staff members as they process exit permits and travel documents in close coordination with supervisors and other IOM colleagues; this may include direct communication with beneficiaries in relation to requesting them to submit required documentation in accordance with SOPs.   
8. Oversee the preparation of Data Processing reports on the receipt of documentation to time-of-service delivery, as well as regular data mining reports confirming MiMOSA is up-to-date and accurate; advise management on possible issues which need attention and suggest corrective actions. Report specifically to management on any problems encountered like denials of exit permits, the reasons for such denials and possible solutions. 
9. Oversee pre-departure counselling on pre-embarkation procedures and special needs during travel (such as meals, medication, wheelchairs and medical conditions) as needed and identity and document verification prior to the distribution of travel documentation to departing individuals. Identify beneficiary vulnerabilities and coordinate appropriate action to ensure they are addressed, including overseeing the coordination of escorts.  
10. Under the close supervision of Movement Operations Manager Moldova, liaise as needed with other teams and units in IOM Moldova and with external partners such as airport and government authorities, the US Embassy and the United Nations High Commissioner for Refugees (UNHCR). Provide regular feedback on work being accomplished to the Head of Programmes and keep supervisors immediately informed of any issues that arise. 
11. Demonstrate a comprehensive understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including ATOMS, 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).  
12. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Head of Programmes or management  of any non-compliance to SOPs or codes of conduct by IOM staff members or partners. 
13. Perform such other duties as may be assigned.

    Required Qualifications and Experience

    EDUCATION

    • Bachelor’s degree with four years of working experience
    • Completed secondary education with six years of relevant working experience

      EXPERIENCE

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

      SKILLS

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

        Languages 

        REQUIRED

        IOM’s official languages are English, French, and Spanish, all staff members are required to be fluent in one of the three languages.  

        DESIRABLE

        Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

        Competencies[1]

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

        VALUES - All IOM staff members must abide by and demonstrate these five values:

        Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

        Integrity and 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.

        📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

        ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

        Courage: Demonstrates willingness to take a stand on issues of importance.

        Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
         

        CORE COMPETENCIES - Behavioral indicators –  Level 2

        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 actions and delegated work.

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

        MANAGERIAL COMPETENCIES - Behavioral indicators –  Level 2

        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 leadership and professional potential.

        Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.

        Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.

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

        Humility: Leads with humility and shows openness to acknowledging own shortcomings.

        [1] Competencies and respective levels should be drawn from the Competency Framework of the Organization.

        Notes:

        1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
        2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
        3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
        4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
        5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
        6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
        7. IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

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