Position Information

Position Title:                                                              Operations Associate (Movements)

Position Grade:                                                           G7

Duty Station:                                                               Lilongwe, Malawi

Position Number:                                                       20052142

Job Family:                                                                   Operations

Organizational Unit:                                                   Movement Operations

Is this a Regional, HQ, MAC, PAC, Liaison Office, or a Country Office based position?    Country Office, Malawi

Position rated on:                                                       18Aug2018 A ROVIRA

Reports directly to:                                                    Migration Health Physician

Number of Direct Reports:           Up to 7 (see RMM Job Architecture Guidelines for more information)

SECTION 2

Organizational Context and Scope

Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations departments in various IOM missions, coordinated under the division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters, are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization’s programmes.

Under the general supervision of the Chief of Mission (CoM), and  the direct supervision of Migration Health Physician, the Operations Associate (Movements), Malawi, is responsible for supervising responsible for supervising movement activities, with the following duties and responsibilities.

SECTION 3

Responsibilities and Accountabilities

• Oversee team leader-headed teams of up to a total of 16 staff members coordinating, scheduling and booking travel upon receipt of a travel-ready status and/or request in accordance with travel requirements, including but not limited to the distribution of Advance Booking Notifications (ABNs), updates, domestic flights, cancellations and departure notifications. Support staff development processes such as hiring, providing training, assigning duties and giving feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of movements activities.
• Oversee the organization and completion of all bookings in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT) and Standard Operating Procedures (SOPs) from the Division of Resettlement and Movement Management (RMM).
• Ensure compliance with program-specific SOPs for different migrant types and other modes of travel by air, land or sea. Supervise the distribution of travel information to internal and external stakeholders.
• Oversee Movements team members as they compile and analyze descriptive statistics, using I-GATOR to capture costs and prepare travel loan paperwork as specified in SOPs and in accordance with host government’s procedures. Ensure paperwork is accurate and timely. Certify vendor-incurred costs and verify charges for beneficiary movements; capture costs in the movement cost report, monitor cost settlement and transfer to financial accounting.
• Oversee the creation of movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability.
• In accordance with local practices and RMM guidelines and standards, and in close coordination with supervisors, oversee Movements team members as they identify and assign escorts to accompany vulnerable individuals.
• Oversee identity and document verification prior to the distribution of travel documentation to refugees, immigrants and migrants.
• Oversee pre-departure counselling on pre-embarkation procedures and special needs during travel (such as meals, medication, wheelchairs and medical conditions) as needed. Identify beneficiary vulnerabilities and coordinate appropriate action to ensure they are addressed.
• Provide regular feedback on work being accomplished to the Migration Health Physician and keep informed of issues that arise.
• Train Movements team members as needed to efficiently and effectively manage their work, conduct quality assurance, and to monitor and guide other staff members and activities.
• Demonstrate a comprehensive understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including iGATOR, MiMOSA, SAR and Amadeus), as well as the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the Prevention of Sexual Exploitation and Abuse (PSEA).
• Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Migration Health Physician or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
• Perform such other duties as may be assigned.

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