Staff Travel Assistant

Open to Internal and External Candidates

Position Title : Staff Travel Assistant
Duty Station : Geneva, Switzerland

Classification : General Service Staff, Grade G5
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible

Closing Date : 14 July 2024

Established in 1951, IOM is the leading inter-governmental organization in the field of migration
and works closely with governmental, intergovernmental and non-governmental partners. IOM
is dedicated to promoting humane and orderly migration for the benefit of all. It does so by
providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates
are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are
considered as first-tier candidates.

Context:

Under the overall supervision of the Senior Movement Operations Manager, and the direct
supervision of Staff Travel Coordinator, 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.

Core Functions / Responsibilities:

1. 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

2. Process the travel arrangements for high-level government officials, dignitaries, and
delegations attending meetings and conferences by coordinating flights and issuing tickets.

3. Process 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.

4. 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. Maintain good collaboration with the Swiss Permanent Mission.

5. Verify ticket invoices, create Ticket Order Record (TOR) in iGator software, check tickets
issued for payment in IOM’s relevant software application; coordinate salary deduction advices
with the Payroll Support Unitand Resources Management Units in the Country Offices when
applicable. Update Ticket Order Record (TOR) to commit charges in the relevant software
application.

6. Verify the accuracy of records related to travelers in the system for proper accounting
transactions; monitor unused tickets and request refunds as required .

7. Validate and process staff travel credit card and train travel invoices for payment processing.

8. Explore possible long-stay hotel accommodations and coordinate with Supply Chain Division
for possible long-term agreement (LTA) arrangements.

9. Prepare Purchase Requisition (PR), Bids Analysis Summary (BAS) and Request for Payment
(RFP) for long-stay hotel accommodations.

10. In absence of the Staff Travel Coordinator, provide clarifications on IOM’s Official Travel
Instruction and answer to the relevant queries.

11. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Bachelor’s degree in Business Administration or related fields from an accredited institution

with three years of relevant professional experience; or,

• High school certificate/diploma with five years of relevant experience.

Experience

• Five 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 software is required;
• 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; and,
• Ability to work with minimum supervision against tight deadlines.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be
fluent in one of the three languages.

For this position, fluency in English and French is required (oral and written). Working
knowledge of another official UN language (Arabic, Chinese, Russian, and Spanish) is an
advantage.

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

Notes

1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database
(https://whed.net/home.php).

Required Competencies:

Values - all IOM staff members must abide by and demonstrate these five 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.

Managerial Competencies – behavioural indicators level 1

• 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p
df

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

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 departments.
Recommended candidates endorsed by the Appointments and Postings Board will remain
eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Switzerland can be
considered for this vacancy. Candidates for this vacancy will be considered to be locally
recruited and will be eligible for allowances and benefits available to locally-recruited staff
members.

Appointment will be subject to certification that the candidate is medically fit for appointment,
accreditation, any residency or visa requirements, and background verification and security
clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be
required for individuals hired on or after 15 November 2021. This will be verified as part of the
medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No
late applications will be accepted.

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment
system, by 14 July 2024 at the latest, referring to this advertisement.

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

Only shortlisted candidates will be contacted.

For further information please refer to: www.iom.int/recruitment

Posting period:

From 01.07.2024 to 14.07.2024

No Fees:

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.

Requisition: VN 2024 13 (GS) Staff Travel Assistant (G5) Geneva, Switzerland (58971779) Released
Posting: Posting NC58971780 (58971780) Released