Operations Assistant

Context

Under the general supervision of the Head of Programmes, and the direct supervision of Movements Operations Coordinator, the Movement Operations Assistant, Brasília, is responsible for supporting field movement operations activities, with the following duties and responsibilities:
RESPONSIBILITIES
1. Support travel by assisting in scheduling and booking travel for individuals upon receipt of travel-ready status and/or requests, in accordance with established requirements. This includes processing Advance Booking Notifications (ABNs), managing updates, domestic flights, cancellations, and departure notifications, always em close collaboration with supervisors;
**2.**Assist in organizing and finalizing bookings in a timely manner, ensuring compliance with the Handbook of IOM Tariffs (HIT) and standard operating procedures (SOPs) from the Division of Resettlement and Movement Management (RMM). Provide support in distributing travel information to internal and external stakeholders as instructed by supervisors;
**3.**Contribute to data management and reporting by compiling information and assisting in the preparation of descriptive statistics. Support the use of I-GATOR to capture costs and assist in preparing travel loan paperwork in accordance with SOPs and host government’s procedures;
**4.**Support the creation of movement data files by ABN, ensuring accuracy and accountability in line with SOPs and organizational requirements;
**5.**Provide assistance in escort coordination, supporting the identification and assignment of escorts for vulnerable individuals under the guidance of supervisors and in line with RMM guidelines;
**6.**Assist with identity and document verification before the distribution of travel documentation to refugees, immigrants, and migrants, ensuring compliance with established procedures;
**7.**Provide pre-departure support, including guidance on pre-embarkation procedures and addressing special travel needs (meals, medication, wheelchairs, medical conditions). Assist in identifying beneficiary vulnerabilities and escalate to supervisors to ensure appropriate measures are taken;
8. Maintain regular communication with supervisors, providing updates on assigned tasks and immediately reporting any issues that may arise during the execution of responsibilities;
**10.**Ensure confidentiality and integrity of records and paperwork, handling sensitive information responsibly and escalating any concerns of non-compliance to supervisors or management as appropriate;
**11.**Support administrative and financial processes by assisting in the review and processing of invoices related to flight tickets, hotel reservations, and ground transportation in close coordination with travel agencies and RMU colleagues;
**12.**Perform other related duties as may be assigned, providing reliable support across operational and administrative functions.

QUALIFICATIONS
Education
- High school diploma with four years of relevant work experience, or;
- Bachelor's degree with two years of relevant work experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience
- Prior Movement Operations or transportation experience is a strong advantage.
- Prior experience with assisting vulnerable migrants is a strong advantage.

Languages

IOM’s official languages are English, French, and Spanish.
- For this position, fluency in Portuguese and English (oral and written) is required.

Desirable
- Working knowledge in Spanish is desirable.

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

**Required Competencies**

Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these three values:

- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- 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.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies - behavioural indicators
- 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 owners