International Organization for Migration (IOM)
I. Position Information
Vacancy Notice No: IOMKE/VN/006/2016
Position title: Operations Assistant I
Position grade: G5
Duty station: Nairobi, Kenya
Seniority band: Band III
Job family: Core Migration
Organizational unit: Operations Unit

Position rated: Yes
Subject to rotation: No

Reporting directly to: Senior Operations Assistant

Overall supervision by: Operations Officer
Contract Duration: One Year Fixed Term ( renewable)
II. Organizational Context and Scope
Under the overall supervision of the Operations Officer, under the direct supervision of the Senior Operations Assistant, (USRAP or Global depending on assignment) and in coordination with the Head of Operations, the incumbent is responsible for performing resettlement operations in compliance with IOM established procedures to ensure orderly and timely movements of refugees and migrants.
III. Responsibilities and Accountabilities
  • Receive refugees and migrants during reception hours, perform booking interviews as necessary.
  • Make airline bookings for migrants in accordance with the procedures.
  • Verify migrant/documents identity as necessary.
  • Receive and register travel documents, make entries into IOM data base/Mimosa, as required per SOPs.
  • Create proflights in MiMOSA and proflight files as assigned by Senior Operations Assistant.
  • Track travel documents expiration deadlines and make airline bookings/check schedules in AMADEUS as required.
  • Communicate with the airlines on proflight related issues, name lists, booking details, domestic bookings, additions, deletions, refunds, etc.
  • Communicate with relevant IOM offices and other counterparts (RSC, UNHCR, ICRC, embassies) about departure schedules, ground transportation of migrants between processing sites for the purpose of resettlement.
  • Follow up with IOM departments, and other IOM officers regarding costs of movements.
  • Follow up for timely assignment of medical and operational escorts to proflights make escort bookings and communicate the details to those concerned in accordance with the program requirements.
  • Ensure timely proflight updates in MiMOSA, and SIMA.
  • Create entries in I-GATOR and follow up ticket refunds in IGATOR and with airlines as necessary and according to IOM SOPs.
  • Generate and timely distribute Advance Booking Notifications, Transit Visa Waiver Requests, Additions, Deletions, Departure Notification to the proflight according to IOM SOPs.
  • Ensure timely preparation and signature of loan documents as applicable.
  • Keep updated proflight file, ensuring that all necessary documents are requested and included in the file including exit permits, correspondence with airlines, receiving missions and other related parties.
  • Ensure timely hand over required documents to Data Entry Unit for preparation of IOM travel bags for Airport Operations Staff.
  • Enter costs into Mimosa and ensure timely closure of files and handover to airlines accounts team.
  • Perform other duties as maybe assigned from time to time.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies.
  • Accepts and gives constructive criticism
  • Follows all relevant procedures, process and policies
  • Meets deadline, cost and quality requirements for outputs
  • Monitors own work to correct errors
  • Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
  • Identifies the immediate and peripheral client of own work.
  • Establishes and maintains effective working relationships with clients.
  • Identifies and monitors changes in the needs of clients, including donors. governments and project beneficiaries.
  • Keeps clients informed of developments and setbacks.
Continuous Learning
  • Contributes to colleagues’ learning.
  • Demonstrates interest in improving relevant skills.
  • Demonstrates interest in acquiring skills relevant to other functional areas.
  • Keeps abreast of developments in own professional area.
  • Actively shares relevant information.
  • Clearly communicates and listens to feedback on changing priorities and procedures.
  • Writes clearly and effectively, adapting wording and style to the intended audience.
  • Listens effectively and communicates clearly, adapting delivery to the audience.
Creativity and Initiative
  • Actively seeks new ways of improving programmes or services.
  • Expands responsibilities while maintaining existing ones.
  • Persuades others to consider new ideas.
  • Proactively develops new ways to resolve problems.
Leadership and Negotiation
  • Convinces others to share resources.
  • Actively identifies opportunities for and promotes organizational changes.
  • Presents goals as shared interest.
  • Articulates vision to motivate colleagues and follows through with commitments.
Performance Management
  • Provides constructive feedback to colleagues.
  • Identifies ways for their staff to develop their abilities and careers.
  • Provides fair, accurate, timely and constructive staff evaluations.
  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures.
  • Holds directly reporting managers accountable for providing fair, accurate, timely and constructive staff evaluations.
Planning and Organizing
  • Sets clear and achievable goals consistent with agreed priorities for self and others.
  • Identifies priority activities and assignments for elf and others.
  • Organizes and documents work to allow for planned and unplanned handovers.
  • Identifies risks and makes contingency plans.
  • Adjusts priorities and plans to achieve goals.
  • Allocates appropriate times and resources for own work and that of team members.
  • Masters subject matter relate to responsibilities.
  • Identifies issues, opportunities and risks central to responsibilities.
  • Incorporates gender-related needs, perspectives and concerns and promotes equal gender participation.
  • Persistent, calm and polite in the face of challenges and stress.
  • Treats all colleagues with respect and dignity.
  • Works effectively with people for different cultures by adapting to relevant cultural contexts.
  • Knowledgeable about and promotes IOM core mandate and migration solutions.
  • Actively contributes to an effective, collegial and agreeable team environment.
  • Contributes to and follows team objectives.
  • Gives credit where credit is due.
  • Seeks input and feedback from others.
  • Delegates tasks and responsibilities as appropriate.
  • Actively supports and implements final group decisions.
  • Takes joint responsibility for team’s work.
Technological Awareness
  • Learns about developments in available technology.
  • Proactively identifies and advocates for cost-efficient technology solutions.
  • Understands applicability and limitation of technology and seeks to apply it to appropriate work.
Resource Mobilization
  • Establishes realistic resource requirements to meet IOM needs.
  • Works effectively in high-pressure, rapidly changing environments;
  • Coordinates actions with emergency response actors and making use of coordination structures;
  • Supports adequate levels of information sharing between internal units, cluster partners, IOM and other emergency response actors;
  • Establishes and maintains effective relationships with implementing partners;
  • Makes correct decisions rapidly based on available information
V. Education and Experience
  • Bachelor Degree in Business Administration, Tourism or relevant field
  • IATA Standard diploma from a well-established institution
  • At least 5 years of experience in an airline or busy travel agency carrying out similar tasks.
  • Strong practical computer skills, including Excel spreadsheet and Access database and experience of work with on-line applications.
  • Proficiency in AMADEUS or other airlines Computer Reservations System.
  • Accuracy in handling and reporting data.
  • Required IOM functional competencies: effective communicator, successful negotiator, creative and analytical thinker, active learner, team player, and cross cultural facilitator.
  • Ability to read, understand and apply written instructions and guidelines; interpret instructions and resolve work related problems; detect input/output errors; perform basic arithmetical calculations.
  • Mature individual and able to work on overtime, when requested and independently.
  • Previous working experience with NGOs or international organizations, is an added advantage
VI. Languages 
  • Required: Excellent command of the English language (oral and written)
  • Advantageous: Fluency in Both written and spoken English and Kiswahili
Mode of Application
Submit cover letter and CV, including daytime telephone and e-mail contact to:
International Organization for Migration (IOM),
Human Resources Department,
P.O. Box 55040,00200,
Nairobi, Kenya
or send via e-mail to
Closing Date: 09 February 2016.
Only Shortlisted Applicants will be contacted.

No Fee:
The International Organization for Migration (IOM) does not charge a fee at any stage of the recruitment process (application, interview meeting, process or training). IOM does not concern itself with information on applicants’ bank details.

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