Senior Movement Operations Associate, Movement and Data Processing

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

Organizational Context and Scope

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 Unit in the Movement, Resettlement and Labour Pathways (MRLP) Division at IOM’s 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 Chief of Mission, and the direct supervision of Cluster Manager Movements, the Senior Movement Operations Associate, Movement and Data Processing, is responsible for the following duties and responsibilities.

• 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.
• 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).
• Ensure compliance with program-specific SOPs for different migrant types and other modes of travel by air, land or sea.
• Distribute information to internal and external stakeholders.
• 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 IOM institutional Movement Operations Systems to capture costs and prepare travel loan paperwork as specified in SOPs and in accordance with host government’s procedures.
• 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.

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.

• 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.
• 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.
• Under the close supervision of the supervisor, liaise as needed with other teams and units in IOM 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 supervisor and keep supervisors immediately informed of any issues that arise.
• Undertake duty travel as required and delegated to participate in meetings, trainings and other programme activities.
• Demonstrate an in-depth understanding of applicable Sops, related systems and databases, and IOM Standards of Conduct. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with SOPs, Standards of Conduct and relevant data protection rules
• Uphold RMM Protection Mainstreaming Minimum Standards while carrying out all duties and responsibilities and demonstrate the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Standards of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA). Alert the supervisor or management of any non-compliance to SOPs, RMM Protection Mainstreaming Minimum Standards or IOM Standards of Conduct by IOM personnel or partners.
• Perform other related duties as assigned.

Education

• High school diploma with 6 years of work experience; or
• Bachelor’s degree in social science, International Relations, Regional Studies or a related field from an accredited academic institution with 4 years of relevant work experience.

Experience

• Prior Movement Operations, transportation-related and/or management experience is strongly preferred.
• Work experience in programs including movement operations component, particularly in resettlement programs.
• Demonstrated proficiency in IOM institutional Movement Operations Systems.
• Travel agency experience, knowledge of Amadeus or another airline GDS.
• Experience with supervising a team.

Skills

• Computer/software literate with good knowledge of Microsoft Office.
• Strong written and verbal communication skills and ability to effectively communicate with and lead a team.
• Strong interpersonal and communication skills.
• Attention to detail and ability to organise.
• Self-motivated, objective-driven driven and able to use own initiative and work under pressure with minimum supervision.
• Skills in travel management - finding value for money travel solutions.
• Troubleshooting skills.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English is required.

Dutch Language is desirable.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

Notes

For this position, only candidates residing for at least the last 5 years in the country of the duty station will be considered (due to the requirements of obtaining an air-side pass airport pass).

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

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.

No late applications will be accepted. Only shortlisted candidates will be contacted.