Operations Assistant (Movements)

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM operates in over 100 countries and has more than 10,000 employees worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified.

Job Overview:
The Operations Assistant (Movements) plays a crucial role in the operational activities of the IOM, specifically focusing on the coordination and management of travel for individuals in the migration process. This position requires a high level of organization and attention to detail, as the assistant will be responsible for scheduling and booking travel in accordance with established guidelines and procedures. The role involves direct interaction with various stakeholders, including internal teams and external partners, to ensure that travel arrangements are executed smoothly and efficiently. The assistant will also be tasked with compiling and analyzing travel-related data, which is essential for maintaining accurate records and ensuring compliance with IOM standards. This position is particularly important for supporting vulnerable individuals during their migration journey, requiring a compassionate and professional approach to all interactions.

Duties and Responsibilities:
The Operations Assistant (Movements) will coordinate and schedule travel for individuals, ensuring that all arrangements comply with IOM's travel requirements. Responsibilities include distributing Advance Booking Notifications (ABNs), managing updates and cancellations, and ensuring timely completion of bookings. The assistant will compile and analyze travel statistics using the I-GATOR system, prepare travel loan paperwork, and create movement data files. Additionally, the role involves identifying and assigning escorts for vulnerable individuals, processing exit permission paperwork, and conducting identity verification prior to travel. The assistant will also provide pre-departure counseling to beneficiaries, addressing any special needs or vulnerabilities they may have. Regular feedback on progress and any issues encountered must be communicated to the Senior Operations Assistant (Movements). Maintaining confidentiality and integrity of all paperwork is essential, as is adherence to IOM's Code of Conduct and standards of operation.

Required Qualifications:
Candidates must have completed secondary education and possess five years of relevant working experience, or three years of experience with a Bachelor’s degree. Prior experience in Movement Operations or transportation is highly advantageous, particularly in resettlement programs. Familiarity with processing systems such as MiMOSA and ATOMS, as well as travel agency experience and knowledge of Amadeus or other Global Distribution Systems (GDS), is also beneficial. Strong computer skills, particularly in Microsoft Office, are required, along with excellent interpersonal and communication skills.

Educational Background:
A completed secondary education is mandatory for this position. Candidates with a Bachelor’s degree will have a competitive advantage, especially if they have relevant experience in the field of migration or travel management. Educational qualifications should be supported by documentary evidence, which may be requested during the recruitment process.

Experience:
The position requires a minimum of five years of relevant working experience. Candidates with prior experience in Movement Operations or transportation, particularly in resettlement programs, will be preferred. Experience with processing systems such as MiMOSA and ATOMS, as well as travel agency experience, will be considered strong advantages. The ability to work under pressure and manage multiple tasks efficiently is essential for success in this role.

Languages:
Fluency in English, both oral and written, is mandatory for all applicants. Additionally, a working knowledge of Ukrainian, Russian, and/or Polish is considered an advantage, enhancing the ability to communicate effectively with diverse populations and stakeholders.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Poland will be considered. Any job offer is contingent upon funding confirmation. Candidates must disclose any known relatives or spouses working for IOM at the time of recruitment. Documentary evidence of academic qualifications, professional licenses, and proof of no criminal records may be required. The appointment will also be subject to medical fitness certification and verification of residency and visa requirements, where applicable.