Operations Assistant

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.

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;

1. 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;

2. 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;

3. Support the creation of movement data files by ABN, ensuring accuracy and accountability in line with SOPs and organizational requirements;

4. 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;

5. Assist with identity and document verification before the distribution of travel documentation to refugees, immigrants, and migrants, ensuring compliance with established procedures;

6. 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;

7. Maintain regular communication with supervisors, providing updates on assigned tasks and immediately reporting any issues that may arise during the execution of responsibilities;

8. Apply knowledge of SOPs and movement systems (such as ATOMS, MiMOSA, WAVE, and Amadeus) in daily tasks, ensuring accuracy and professionalism. Uphold impartiality, confidentiality, and compliance with the IOM Code of Conduct and Prevention of Sexual Exploitation and Abuse (PSEA) standards;

9. 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;

10. 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;

11. 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

IOM's competency framework can be found at this link . 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 ownership for achieving the Organization's priorities and assumes responsibility for own actions and delegated work.

Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.

Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.