Senior Operations Assistant, Movement and Data Processing

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and has since been a leading organization in the field of migration. IOM's mission is to promote humane and orderly migration for the benefit of all, and it operates in over 100 countries worldwide. The organization focuses on various aspects of migration, including resettlement, integration, and the provision of assistance to migrants and refugees. IOM employs thousands of staff members globally, working collaboratively with governments, NGOs, and other stakeholders to address migration challenges and support the rights and well-being of migrants.

Job Overview:
The Senior Operations Assistant, Movement and Data Processing, plays a crucial role in overseeing the movement operations and data processing activities within the IOM Moldova office. This position is responsible for managing a team of up to eight staff members, ensuring that all travel arrangements for migrants and refugees are executed efficiently and in compliance with IOM's standard operating procedures (SOPs). The role requires a strong focus on staff development, including training and performance feedback, to maintain high-quality work standards. The Senior Operations Assistant will also be involved in liaising with various stakeholders, including government authorities and other IOM units, to facilitate smooth operations and address any issues that may arise during the movement process. The position demands a comprehensive understanding of IOM's movement operations and the ability to maintain confidentiality and integrity in handling sensitive information.

Duties and Responsibilities:

• Oversee the activities of up to eight staff members involved in movement and data processing, ensuring compliance with IOM's SOPs and timely execution of travel arrangements.
• Coordinate and schedule travel bookings, distribute Advance Booking Notifications (ABNs), and manage updates on domestic flights and cancellations.
• Support staff development through training, assigning duties, and providing regular feedback on performance.
• Ensure the accurate completion of movement data files and oversee the compilation and analysis of descriptive statistics related to travel costs.
• Maintain secure storage of documentation and data, ensuring limited access to physical files and timely dispatch of travel documents.
• Liaise with beneficiaries to collect required documentation and provide pre-departure counseling on travel procedures and special needs.
• Report any issues encountered during the movement process to management, including denials of exit permits and suggested corrective actions.
• Collaborate with other teams and external partners to ensure effective communication and coordination of movement operations.
• Uphold IOM's values and competencies, demonstrating professionalism, integrity, and respect for diversity in all interactions.

Required Qualifications:

• A Bachelor’s degree with four years of relevant working experience, or completed secondary education with six years of relevant experience.
• Prior experience in Movement Operations, transportation-related roles, or management is highly advantageous.
• Strong computer skills, particularly in Word, Excel, and internet applications.
• Familiarity with Movement Operations-related databases and systems, such as ATOMS, MiMOSA, SAR, and Amadeus, is a distinct advantage.
• Demonstrated ability to work in a composed and competent manner, exercising careful judgment in day-to-day challenges.

Educational Background:
Candidates must possess at least a Bachelor’s degree in a relevant field, such as social sciences, international relations, or management. Alternatively, candidates with completed secondary education and significant relevant work experience (six years) will also be considered. Continuous professional development and training in migration-related topics are encouraged and may be beneficial for candidates.

Experience:
The position requires a minimum of four years of relevant working experience for candidates with a Bachelor’s degree, or six years for those with secondary education. Experience in Movement Operations, transportation management, or related fields is strongly preferred. Candidates should demonstrate a track record of managing teams and overseeing operational processes effectively.

Languages:
Fluency in one of IOM's official languages (English, French, or Spanish) is mandatory for all staff members. Additionally, a working knowledge of another official UN language (such as Arabic, Chinese, Russian) is considered an advantage and may enhance a candidate's profile.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Moldova will be considered. The appointment will be contingent upon medical fitness certification and verification of residency and visa requirements. Candidates must provide evidence of full vaccination against COVID-19 as part of the mandatory medical entry clearance. IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system. The selection process may also be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for a period of 24 months.