Operations Assistant (Movement Cordination)

Position Title: Operations Assistant (Movement Coordination) 

Duty Station: IOM Washington, DC United States (USRAP)

Classification Grade: G-5 – 3 positions

Type of Appointment: Fixed term, one-year contract with possibility of extension, Full-Time (100%)

Appointment is subject to funding confirmation.

Eligibility: US citizen/Permanent Residents

Closing date: January 26, 2024.

Estimated Start Date: As Soon As Possible

Salary: $5,508.33 (Monthly)

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to tens of thousands of refugees each year. IOM’s multi-disciplinary staff members provide a range of assistance and support to the USRAP including, but not limited to, case processing, migration health assessments, cultural orientation training, organized transportation and administration of a travel loan and collections program. The Department of Operations and Emergencies (DOE), specifically the Resettlement and Movement Division (RMM), has the organizational responsibility to provide direction, oversight and guidance to IOM’s global support to all resettlement programs.

Under the United States Refugee Admissions Program (USRAP), the RMM Staff based in Washington Operations office provide critical support and assistance for refugee resettlement to the United States. They are responsible for the coordination of the movements for beneficiaries supported by the Program and serve as a liaison between the IOM sending missions, State Department (PRM), Resettlement Agencies, Airlines, Travel Agents, and other key stakeholders. 

Under the general supervision of the National Operations Officer, the direct supervision of Senior Operations Assistant, the Operations Assistant (Movement Coordination), is responsible for the following duties and responsibilities. 

 

Responsibilities for Internal Candidates

1. Undertake daily operations activities, including review, validation and distribution of all movement notifications (Advanced Booking Notifications (ABNs), Cancellation (CAN) and Departure (DEP) notifications, Mission Domestic Bookings) and reports received by the RMM US unit and update arrival status (COA).

2. Review domestic bookings arranged by field missions and/or by authorized US based travel agencies in order to ensure compliance with RMM and USRAP Standard Operating Procedures in relation to connecting flights and special travel requirements for vulnerable cases, including unaccompanied minors and cases with special medical or other concerns. Monitor and facilitate bookings for medical and operational escorts. 

3. Serve as the USA Operations focal point between the field missions, US Ports of Entry (POEs), US Resettlement Agencies, the Bureau of Population, Refugees and Migration (PRM), State and Federal Authorities, hospital staff, airline staff and other stakeholders.

4. Receive, create, and follow up on incident reports (e.g. missing luggage, medical emergencies, escort issues, problems in transit) via email and log them into the USA Operations Incident Report Database.

5. Liaise with the Refugee Processing Center (RPC) and field missions in the distribution of xMIF reports for Central Overseas Processing Entity (COPE) cases and follow-up with field missions as needed to ensure timely movement planning.

6. Liaise with Embassies/Consulates and IOM Offices overseas for the arrangement of the US-outbound movements for the Prepaid program and provide regular reports as required, daily, weekly or monthly.

7. Respond to email and phone related inquiries received by RMM USA Operations unit, in compliance with the mission’s Operations SOPs.

8. Organize as required and complete bookings for either IOM beneficiaries or staff travelling on duty in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT) and standard operating procedures (SOPs), distribute travel information to internal and external stakeholders. 

9. Perform data entry and create movement data files in the respective movement management tools, record ticket order records, create, validate and distribute USRAP Promissory Notes and Inventory Reports.

10. Maintain and promote the confidentiality and integrity of all USRAP-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert management of any non-compliance with SOPs or codes of conduct by staff members.

11. Perform other duties as may be assigned.

Qualifications for Internal Candidates

EDUCATION

Completed secondary / high school education

EXPERIENCE

• Five years of relevant working experience ort three years of working experience with a Bachelor’s degree;

• Prior Movement Operations or transportation experience is a strong 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 strong advantage.

Languages

• Fluency in English (oral and written). 

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

Required Competencies

Values – all IOM staff members must abide by and demonstrate these three 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.

• 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 – behavioural 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 – behavioural indicators (N/A) (applicable only if position is with direct reports)

• 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.

Notes

1. This vacancy does not offer work sponsorship.

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 US Citizenship or Permanent residence 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.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies