Context:
Under the general supervision of the Operations Officer, under the direct supervision of the Senior Operations Liaison Assistant, and in coordination with the Senior Operations Assistant/Movements Coordinator, the incumbent is responsible for entering data for refugees and migrants into IOM data base and preparation of IOM travel bags in compliance with IOM established procedures to ensure orderly and timely movements of refugees and migrants. The incumbent’s responsibilities will include the following:
Core Functions / Responsibilities:
Receive travel documents from high commissions, USRAP travel packets from Resettlement Support Centre (RSC); check and confirm documents/packets received against RSC/high commissions dispatch list and return signed copy to RSC/high commissions.
Import USRAP data lists into Mimosa database; register cases received in Mimosa.
Update case status in Mimosa and tracking system; indicating cases with special needs and cross-references in Mimosa.
Sort and photocopy travel documents as requested by other units/departments, i.e. for exit permits.
Dispatch travel documents by DHL to relevant IOM missions together with data/booking lists.
Maintain and update spread sheet of packets received from RSC/embassies and returned.
Forward a list of all travel documents received to IOM field offices in the region (OPS and MHD), i.e. Dadaab and Kakuma.
Liaise and reconcile with RSC, embassies and missions on cases received and returned.
Timely and accurately prepare departure/exit cards, x-rays, medical documents pre-departure certificates and customs cards for departure ex Kenya and the region: BI, ER, SO and DJ, and send them to the relevant missions.
Perform any other duties that might be assigned.
Required Qualifications and Experience
Education
A Bachelors Degree or equivalent (or higher) with least two years professional working expereince in data processing and database management, or High School Certificate, with 4 years professional working experience in data processing and database management.
Computer literacy in Ms Windows XP and 2000, Ms Office 2000/2003, Database and Ms Access.
Experience
Overall knowledge of USRAP, Australian, Canadian and European IOM resettlement procedures.
Accuracy in handling and reporting data.
Typing speed of 60 words per minute.
Languages
Fluency in both written and spoken English and Kiswahili
Required Competencies
Behavioural
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.
Other
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.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.