EXTENSION VN 2022/027GT -OPERATIONS ASSISTANT (MOVEMENTS) – Programa USRAP OPS – 3 Positions

Open to Internal and External Candidates

3 Positions

Position Title : Operations Assistant (Movements)

Duty Station : Ciudad Guatemala, Guatemala

Classification : General Service Staff, G5

Type of Appointment : One Year Fixed Term with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : May 20, 2022

Reference Code : VN2022/027GT

Established in 1951, IOM is a Related Organization of the United Nations, and as the

leading UN agency in the field of migration, 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:

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’s programmes.

Under the general supervision of the Movement Operations Manager, Latin America and the

direct supervision of Senior Operations Assistant, Movements and Data Processing, the

Operations Assistant (Movements) is responsible for undertaking movements activities, with

the following duties and responsibilities:

IOM is committed to a diverse and inclusive 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.

Core Functions / Responsibilities:

1. 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.

1. 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, Movements and Data Processing. distribute

travel information to internal and external stakeholders.

1. 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.

1. Create movement data files, by ABN, for all individuals in accordance with SOPs and

for IOM accountability.

1. In accordance with local practices and RMM guidelines and standards, and in close

coordination with supervisors, identify and assign escorts to accompany vulnerable

individuals.

1. In coordination with Senior Operations Assistant, Movements and Data Processing,

process exit permission paperwork and ICRC Travel Documents in accordance with

established standards and the local guidelines.

1. Conduct identity and document verification prior to the distribution of travel

documentation to refugees, immigrants and migrants.

1. 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.

1. Provide regular feedback on work being accomplished to the Senior Operations

Assistant, Movements and Data Processing and keep supervisors immediately

informed of any issues that arise.

1. Demonstrate an in-depth 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.)

1. 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, Movements and Data Processing or management of any non-compliance

to SOPs or codes of conduct by IOM staff members or partners.

1. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education and Experience

• Five years of working experience with secondary [high school] education; three years

of working experience with Bachelor’s degree;

• Prior Movement Operations or transportation experience a strong advantage;

• Strong computer skills – Word, Excel and Internet; past experience with Movement

Operations-related databases and systems (including iGATOR, MiMOSA, and SAR)

is a distinct advantage.

• Previous experience with booking system AMADEUS and/or SABRE is mandatory.

Skills

• Strong computer skills – Word, Excel and Internet; past experience with Movement

Operations-related databases and systems (including iGATOR, MiMOSA, and SAR)

is a distinct advantage.

• Ability to use own initiative and work under pressure with minimum supervision

Languages

Fluency in English and Spanish (oral and written)

Working knowledge of French is an advantage.

Required Competencies

Values

• Inclusion and respect for diversity respects and promotes individual and cultural

differences; encourages diversity and inclusion wherever possible.

• Integrity and transparency: maintain 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 – behavioural indicators level 1

• 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.

How to apply

HOW TO APPLY:

Interested internal candidates are invited to submit their applications by completing and

sending the Internal Application Form (form attached), a letter of interest, and a CV to the

following e-mail address: [email protected] by May 20, 2022 at the latest, referring to this

advertisement.

External Candidates that comply with the profile will need to send the Resume and a letter

of interest to [email protected] by May 20, 2022 at the latest, referring to this

advertisement.

IMPORTANT:

Any offer made to the candidates in relation to this vacancy is subject to funding

confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment,

accreditation, any residency or visa requirements, and security clearances.

KEEP IN MIND:

• The motivation/cover letter should be a maximum of 1 page long and in English. It

should state the position(s) you are applying for

• The CV should be a maximum of 2 pages long and in English.

• Only the applications that comply with the required profile will be taken into

consideration.

• Those applications received after the due date or the ones that don’t include the name of

the position, will not be considered.

• This vacancy is open for local staff or international staff with legal permit to work in the

Country.

• The attachment shouldn’t weight over 2 MB