Friday, August 12, 2016

IOM,Operations Assistant Jobs in Rwanda

Open to Internal and External Candidates
Position Title                       : Operations Assistant
Organizational Unit             : Operations (resettlement) Department
Duty Station                        : IOM Kigali, Rwanda
: General Service Staff, Grade G5 (UN salary Scale for G
Classification                          staff)
Type of Appointment          : Special fixed term, nine (9) months with possibility of extension
Estimated Start Date           : As soon as possible
Closing Date                       : August 26, 2016
Reference Code                  : VN2016/05 - RW
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
IOM is committed to a diverse and inclusive environment. Applications from qualified female candidates are especially encouraged. 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.
Under the overall supervision of the Chief of Mission, under the direct supervision of the Operations Officer, the incumbent will responsible for performing resettlement operations in compliance with IOM established procedures to ensure orderly and timely movements of refugees and migrants
Core Functions / Responsibilities:
  1. Receive refugees and migrants during reception hours, perform booking interviews as necessary in order to first establish travel readiness of the applicants.
  2. Make airline bookings for migrants, staff and authorised non-IOM Staff in accordance with the established Standard Operating Procedures SOPs.
  3. Verify migrant/documents identity as necessary and confirm the validity of travel documents prior to flight bookings.
  4. Receive and register travel documents, make entries into IOM database (Mimosa) as required and as per SOPs.
  5. Create Pro-Flights in Mimosa and Pro-Flight files as assigned by the operations officer or the Senior Operations Assistant.
  6. Track travel documents expiration deadlines check airlines’ flight schedules and make appropriate bookings using AMADEUS system as per refugee/migrants’ country of resettlement and/or final destination.
  7. Communicate with relevant airlines on movement related issues such as, follow up on block-bookings, forwarding name lists, individual booking details, domestic bookings, additions, deletions, timely ticket issuance, ticket refunds.
  8. Communicate with relevant IOM offices and other counterparts (RSC, UNHCR, DGIE Rwanda, ICRC as applicable, embassies or consulates) when following up on Travel Documents and applicable visas as well as exit permits for Family Reunion cases and about departure schedules, ground transportation of migrants between processing sites for the purpose of resettlement activities.
  9. Follow up with IOM departments, and other IOM offices regarding costs and any issues related to movements of refugees and migrants.
  10. Follow up for timely assignment of medical and operational escorts to Pro-flights, make escort bookings and communicate the details to the concerned offices in accordance with the program SOPs.
  11. Ensure timely pro-flight updates in Mimosa, and SAR systems according to status of the block-bookings with the airlines as well as tracking approved slots with IOM New York Operations.
  12. Create entries in I-GATOR and follow up ticket issuance, change status as used immediately after departure, ticket refunds if any in i-GATOR and with airlines as necessary and according to the IOM i-GATOR SOPs.
  13. Generate and timely distribute Advance Booking Notifications (ABNs), Transit Visa Waiver Requests, Additions, Deletions, Departure Notification to the Pro-Flights according to IOM SOPs.
  14. Ensure timely preparation and prompt signing of IOM’s Loan Documents (USRAP Promissory Notes, Canadian Warrants) as per the guidelines.
  15. Keep updated Pro-Flight file, ensuring that all necessary documents such as, exit permits, correspondence with airlines, receiving missions and other related parties are requested for and included in the paper files prior to departure.
  16. Ensure timely hand over of required travel documents to Data Entry Unit for preparation of IOM travel bags for Airport Operations Staff.
  1. Enter all movement related costs into Mimosa and ensure timely closure of files for departed Pro-Flights in accordance with IOM Movement SOPs
  2. Perform such other duties as may be assigned.
Required Qualifications and Experience
  • University degree in social sciences or business administration or a related field from an accredited academic institution, with three years of relevant professional experience in relevant an airline or busy travel agency carrying out similar tasks.
  • Completed High School certificate/diploma from an accredited academic institution, with five years of relevant professional experience
  • IATA Standard diploma from a well-established institution
  • Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, word as well as good knowledge of online data applications. Experience with computerised Enterprise Resource Planning softwares such as AMADEUS would be a distinct advantage
  • Previous working experience with NGOs or international organizations, is an added advantage
  • Overall knowledge of USRAP, Australian, Canadian, and European IOM resettlement procedures, a critical added advantage.
  • Mature individual, able to work independently, effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.
  • Tolerant individual with ability to work with people from different background and with flexibility and able to work on overtime, when requested
  • Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
Fluency in English is required. Knowledge of French and Kinyarwanda is an added advantage
Required Competencies
  • Accountability – takes responsibility for action and manages constructive criticisms
  • Client Orientation – works effectively well with client and stakeholders
  • Continuous Learning – promotes continuous learning for self and others
  • Communication – listens and communicates clearly, adapting delivery to the audience
  • Creativity and Initiative – actively seeks new ways of improving programmes or services
  • Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
  • Performance Management – identify ways and implement actions to improve performance of self and others.
  • Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
  • Professionalism - displays mastery of subject matter
  • Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
  • Technological Awareness - displays awareness of relevant technological solutions;
  • Resource Mobilization - works with internal and external stakeholders to meet
resource needs of IOM
Appointment will be subject to certification by the Organization’s (IOM’s) Medical Officer, based on medical examination(s), that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the Government of Rwanda, where applicable.
This application is open to all Rwandese citizen and any other foreign national as long as such an applicant has a right of residence and right to work in Rwanda at the time of application (IOM will not be responsible in securing such Visas or authorisations from the Government of Rwanda, any applicant of foreign nationality must provide authentic certification from Government of Rwanda in regards to right of residency and right to work in Rwanda at the time of application).
How to apply:
Interested candidates are invited to submit their applications to by August 26, 2016 at the latest, referring to this advertisement.
The subject of your e-mail MUST indicate the Position title and reference code.
In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page) and résumé (CV) highlighting the required education and experience
Only shortlisted candidates will be contacted.
Posting period:
From 12.08.2016 to 26.08.2016

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