IOM the Netherlands is looking for a Movement Assistant
Position: Movement Assistant
Duty Station: IOM The Hague, the Netherlands
Classification: General Service Staff, Grade G5
Type of Appointment: Fixed term, one year with the possibility of extension – Full-time 37.5hpw
Estimated Start Date: As soon as possible
Closing Date: 31 July 2022
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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. Internal and external candidates are eligible to apply for this vacancy. For the purpose of the vacancy, internal candidates are considered first-tier candidates.
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 Units in various IOM Country Offices, coordinated under the Division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters (HQ), 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. The Movement Assistant will provide related support for movement operations activities in The Netherlands.
Under the overall supervision of the Chief of Mission in The Netherlands and under the direct supervision of the Cluster Manager Movements, the incumbent is responsible for the meticulous, efficient, and effective preparation and achievement of migrant arrivals, departures and transits at Schiphol Airport
Responsibilities and Accountabilities:
- In accordance with the RMM/HIT procedures and program requirements, responsible for making airline bookings for migrants in AMADEUS.
- Responsible for proflight creation and processing of bookings in MiMOSA for all AVRR cases. At all stages of the departure process ensure timely proflight updates in both IGATOR and Mimosa.
- Undertake and processing and checking of airline ticket invoices and ensure that all costs are accurately registered in MiMOSA and that I-Gator is processed as per SOPs.
- Generate and distribute Advance Booking Notifications, Transit Visa Waiver Requests, Additions, Deletions and Departure notifications according to IOM SOPs.
- Ensure the correct protocol of the departure procedure is being applied. Supervise check-in, border and security formalities, arrange payments of reintegration grants based on the specific departure scheme and boarding procedures. Responds to delays, arranges re-booking flights as and when necessary.
- Supervise individuals and groups in transit at Schiphol Airport during boarding formalities. Check documents and provide or arrange for appropriate assistance in the event of possible and inform all relevant parties as relevant.
- Ensure the processing of arrivals in the framework of family reunification and Resettlement projects. Supervise the migrants involved and assists them with immigration formalities and customs. Take care of the migrants’ initial reception and hand them over to family members or to the relevant institutions and/or other aid organizations at Schiphol airport.
- Coordinate planning with other colleagues. Monitor incoming e-mail correspondence and harmonise deviant messages with the Cluster Manager.
- Communicate with other IOM missions and departments concerning the progress of the movements. In case of an event or an incident, harmonise matters with the Cluster Manager relevant with other parties involved at Schiphol Airport and at IOM missions.
- Act as a focal point (along with immediate colleagues for external organisations/institutions regarding IOM’s supervisory activities at Schiphol Airport and fulfil an informative and a referral function for all activities within the Movements cluster. Presents IOM as a reliable partner (for discussion) and contributes to IOM’s desired image.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
- Bachelor’s degree in Travel Management, Business Administration, International relations, or any other related fields from an accredited academic institution, with a minimum 3 years of relevant professional experience; or
- Completed High School degree from an accredited institution with a minimum of 5 years of relevant experience; preferably in similar roles.
• Demonstrated proficiency with Microsoft Office suite of applications, including Word Excel, and PowerPoint. Experience in travel booking systems such as AMADEUS is an asset. • Previous fieldwork experience in international organizations of the UN Common System or other international companies would be an advantage. • Prior experience and knowledge of travel and administration, including international relations. • Experience with financial and business administration
- Excellent interpersonal and communications skills
- Excellent problem-solving skills
- Good administrative skills
- Resilience, stress resistance and flexibility
- Knowledge of travel management.
- Knowledge of airport procedures
- Knowledge of the specific (administrative) procedures for asylum and migration problems in relation to transport and travel, and of the relevant (inter)national parties involved.
Fluency in English is required and fluency in Dutch and any other languages is desirable.
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Core Competencies – behavioural indicators level 1
- Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
- Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
IOM’s competency framework can be found at this link.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
For this position, only candidates residing for at least the last 5 years in the country of the duty station will be considered (due to the requirements of obtaining an air-side pass) In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station.
At the time of recruitment, all candidates must disclose any known relative or spouse who works for IOM. Candidates may also be required to provide documentary evidence of academic degree(s), professional licenses, and proof of no criminal records as relevant to the requirements of the position advertised.
Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM on or after 15 November 2021. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
How to apply
Interested candidates are invited to submit their applications IOM Personal History Form (PHF) and motivation letter via e-mail in English, [email protected] by 31 July 2022 (midnight) at the latest, referring to this advertisement, quoting VN NL10-2022-10 – Movement Assistant in the subject line.
For an application to be considered valid, IOM only accepts duly completed PHF signed and scanned.
Only shortlisted candidates will be contacted.
Only shortlisted candidates will be contacted.