Stellenausschreibung
Open to Internal and External Candidates
VACANCY NOTICE
Position Title : Operations Assistant (Movement)
Duty Station : Kaiserslautern, Germany
Reference Code : VN-DE2-2023-38-EXT
Classification : General Service Staff, G5
Type of Appointment : One Year Fixed-Term Contract - (40hrs/week)
Estimated Start Date : As soon as possible
Closing Date : 07.12.2023
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 departments in various IOM missions, coordinated under the division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) 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[singlequote]s programmes.
Context:
Under the overall guidance of the Chief of Mission (COM), the general supervision of the Movement Operations Manager, the direct supervision of Senior Operations Assistant, (Movement and Data Processing), the Operations Assistant (Movements) is responsible for undertaking movements activities, with the following duties and responsibilities:
Core Functions / Responsibilities:
Coordinate, schedule and book travel for individuals upon receipt of 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.
Organize and complete 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). Under the supervision of the Senior Operations Assistant, Movement and Data Processing distribute travel information to internal and external stakeholders. 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. Create movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability. In accordance with local practices and RMM guidelines and standards, and in close coordination with supervisors, identify and assign escorts to accompany vulnerable individuals. In coordination with Senior Operations Assistant, Movement and Data Processing, process exit permission paperwork and ICRC Travel Documents in accordance with established standards and the local guidelines. Conduct identity and document verification prior to the distribution of travel documentation to refugees, immigrants and migrants. Conduct 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. Provide regular feedback on work being accomplished to the Senior Operations Assistant, Movement and Data Processing and keep supervisors immediately informed of any issues that arise. Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including i-GATOR, 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). Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Senior Operations Assistant, Movement and Data Processing or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners. Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
Bachelor’s degree with three years of relevant professional experience;
OR
Secondary education with five years of relevant working experience.
Experience
Prior Movement Operations or transportation experience is a strong advantage.
Skills
- Strong computer skills - Word, Excel and Internet
- Past experience with