International Organization for Migration (IOM)
Position Title: Data Processing Assistant
VN No: IOMKE/SVN/075/2016
Duty Station: Nairobi, Kenya
Classification: General Service Staff, Grade G4
Type of Appointment: One Year Fixed Term Contract, with possibility of extension.
Estimated Start Date: As soon as possible
Closing Date: 25 January 2016
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.
Context: Under the general supervision of the Operations Officer, under the direct supervision of the Senior Operations Liaison Assistant, and in coordination with the Senior Operations Assistant/Movements Coordinator, the incumbent is responsible for entering data for refugees and migrants into IOM data base and preparation of IOM travel bags in compliance with IOM established procedures to ensure orderly and timely movements of refugees and migrants.
Core Functions / Responsibilities:
The incumbent’s responsibilities will include the following:
- Receive travel documents from high commissions, USRAP travel packets from Resettlement Support Centre (RSC); check and confirm documents/packets received against RSC/high commissions dispatch list and return signed copy to RSC/high commissions.
- Import USRAP data lists into Mimosa database; register cases received in Mimosa.
- Update case status in Mimosa and tracking system; indicating cases with special needs and cross-references in Mimosa.
- Sort and photocopy travel documents as requested by other units/departments, i.e. for exit permits.
- Dispatch travel documents by DHL to relevant IOM missions together with data/booking lists.
- Maintain and update spread sheet of packets received from RSC/embassies and returned.
- Forward a list of all travel documents received to IOM field offices in the region (OPS and MHD), i.e. Dadaab and Kakuma.
- Liaise and reconcile with RSC, embassies and missions on cases received and returned.
- Timely and accurately prepare departure/exit cards, x-rays, medical documents pre-departure certificates and customs cards for departure ex Kenya and the region: BI, ER, SO and DJ, and send them to the relevant missions.
- Perform any other duties that might be assigned.
Required Qualifications and Experience
- A Bachelors Degree or equivalent (or higher) with least two years professional working experience in data processing and database management, or High School Certificate, with 4 years professional working experience in data processing and database management.
- Computer literacy in Ms Windows XP and 2000, Ms Office 2000/2003, Database and Ms Access.
- Overall knowledge of USRAP, Australian, Canadian and European IOM resettlement procedures.
- Accuracy in handling and reporting data.
- Typing speed of 60 words per minute.
Languages: Fluency in both written and spoken English and Kiswahili
- Accountability – takes responsibility for action and manages constructive criticisms
- Client Orientation – works effectively well with client and stakeholders
- Continuous Learning – promotes continuous learning for self and others
- Communication – listens and communicates clearly, adapting delivery to the audience
- Creativity and Initiative – actively seeks new ways of improving programmes or services
- Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
- Performance Management – identify ways and implement actions to improve performance of self and others.
- Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
- Professionalism – displays mastery of subject matter
- Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
- Technological Awareness – displays awareness of relevant technological solutions;
- Resource Mobilization – works with internal and external stakeholders to meet resource needs of IOM.
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.