VN 021/2025 Sr. Staff Travel Associate

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 Pathways Division/Resettlement and Movement Management (RMM) Division 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 Staff Travel Coordinator at the Headquarters and under the administrative supervision of Movement Systems Support Officer, the successful candidate will be responsible and accountable for overseeing the day-to-day operations of the Staff Travel Coordination (STC) Unit in Manila.

Responsibilities

1. Oversee the arrangement and travel bookings on behalf of IOM staff as required including entitlement travels, medical travels 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 to ensure travels are arranged efficiently and effectively.
2. Oversee the travel arrangements for high-level government officials, dignitaries, and delegations attending meetings and conferences by coordinating flights and issuing tickets.
3. In the absence of the Staff Travel Assistant at the HQ, oversee the processing of internal visa applications for staff traveling on official duties, coordinating with relevant Embassies and Consulate Offices on documentation requirements, monitoring and follow up on visa requests. Provide travel information on the use of the United Nations Laissez-Passer when necessary. Coordinate with the Protocol Unit for any issues on the issuance of the UN travel document.
4. In the absence of the Staff Travel Assistant at the HQ, oversee the preparation of 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. Provide other possible visa arrangement solutions in case of issues.
5. Oversee the Verification of ticket invoices, creation of Ticket Order Record (TOR) in ATOMS tickets issued for payment in Financials; and, ensure that coordination of salary deduction advice to Payroll Unit/Mission accounting is done in a timely manner.
6. Oversee the updating of Ticket Order Record (TOR) to commit charges in the Financials system and escalate any issues with the Staff Travel Coordinator for any issues for immediate provision of solution.
7. Oversee the verification and accuracy of records related to travelers in the system to ensure proper accounting transactions; and, oversee the monitoring of unused tickets and ensure refund requests are done in a timely manner.
8. Check and validate charges on the staff travel credit card and train travel invoices for payment processing and further coordination with accounting.
9. In the absence of the Staff Travel Assistant at the HQ, oversee the preparation of Purchase Requisition (PR), Bids Analysis Summary (BAS) and Request for Payment (RFP) for long-stay hotel accommodations and ensure that information are correct and provide information and solutions on other issues when necessary.
10. Provide guidance and advice on IOM’s travel by interpreting the rules and regulations, and answering queries from all levels of the organization and attend meetings in the absence of the Staff Travel Coordinator.
11. Demonstrate a comprehensive understanding of relevant travel instructions, SOPs and Staff Travel related systems and databases and coordinate with relevant stakeholders of any relevant information and issues whenever possible.
12. Perform other duties as may be assigned.

Qualifications

EDUCATION

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

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

EXPERIENCE

• Four years of relevant working experience in the travel industry in the international setting, including familiarity with international travel practices and procedures; and,
• Prior Staff Travel operations, transportation-related and/or management experience a strong advantage.
• 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 2)

• 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.

Managerial Competencies – behavioural indicators (Level 2)

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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

Required Skills

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