VN 020/2025 Staff Travel Assistant

Geneva

Organization: IOM - International Organization for Migration
Location: Geneva
Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Administrative support
- Transport and Distribution
Closing Date:

Job Description

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. Movement Operations Units in various IOM Country Offices, coordinated under the Movement and Pathways Division/Resettlement and Movement Management (RMM) Unit in the Department of Mobility Pathways and Inclusion 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 direct supervision of Senior Staff Travel Associate, the Staff Travel Assistant will be responsible and accountable for providing support and assistance in the day-to-day operations of the Staff Travel Coordination (STC) Unit.

Responsibilities

Arrange and book travels on behalf of IOM staff as required including entitlement travel, medical travel and staff evacuation using the Global Distribution System (GDS). Provide routes and fares, and other related travel costs according to the IOM negotiated fares whenever possible, ordering ticket issuance with travel agencies, airlines and other relevant online booking tools. Coordinate with IOM Country Offices and other stakeholders for efficient and effective travel arrangements
Process the travel arrangements for high-level government officials, dignitaries, and delegations attending meetings and conferences by coordinating flights and issuing tickets.
In the absence of the Staff Travel Assistant at the HQ, prepare visa support letters and other relevant documents to facilitate visa applications for all participants attending official functions for IOM in Switzerland; follow-up on the visa requests, inform relevant stakeholders on the visa status. Arrange other possible visa issuance solutions in case of issues.
Verify ticket invoices, create Ticket Order Record (TOR) in ATOMS software, check tickets issued for payment in IOM’s relevant software application; coordinate salary deduction advices with the Payroll Support Unit and Resources Management Units in the Country Offices when applicable. Update Ticket Order Record (TOR) to commit charges in the relevant software application.
Verify the accuracy of records related to travelers in the system for proper accounting transactions; monitor unused tickets and request refunds as required.
Validate and process staff travel credit card and train travel invoices for payment processing.
In the absence of the Staff Travel Assistant at the HQ, prepare Purchase Requisition (PR), Bids Analysis Summary (BAS) and Request for Payment (RFP) for long-stay hotel accommodations.
In absence of the Staff Travel Coordinator, provide clarifications on IOM’s Official Travel Instruction and answer to the relevant queries.
Perform such other duties as may be assigned.

Qualifications

EDUCATION

Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience; or,
High School degree with five years of relevant professional experience

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

EXPERIENCE

Three years of relevant working experience in the travel industry in the international setting, including familiarity with international travel practices and procedures; and,
High level of customer service orientation gained from working in the travel industry

SKILLS

Strong computer skills – Microsoft Office products and internet;
High efficiency in the use of Amadeus GDS program is required;
Past experience with Staff Travel-related databases and systems (including ATOMS and Travel Request (TR) system) is a distinct advantage;
Knowledge of and work experience in administrative and travel functions in other international organizations or in the field is desirable.
Attention to detail, ability to organize paperwork in a methodical way;
Discreet, details and clients-oriented, patient and willingness to learn;
Good communication and administrative skills, especially in a multilingual setting; good writing skills;
Knowledge of IOM/UN regulations, policies and procedures;
Ability to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds;
High sense of responsibility and motivation;
Ability to work with minimum supervision against tight deadlines; and,
Willingness to work on shifting schedules and overtime based on operational exigencies is required.

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 (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 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 selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
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. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
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.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Same Posting Description for Internal and External Candidates

Required Skills

Job info

Contract Type: Fixed-term (1 year with possibility of extension)
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-5

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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