Job Identification (Reference Number): 14151
Position Title: Staff Travel Assistant
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: G-5
Contract Type: Fixed-term (1 year with possibility of extension)
Recruiting Type: General Service
Vacancy Type: Vacancy Notice
Initial duration: 1 year with possibility of extension
Closing date: 15 April 2025
Introduction
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration.
Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
Context
Under the overall supervision of the Staff Travel Operations Manager, and the direct supervision of Senior Staff Travel Assistant, 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.
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.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. 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.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. 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.Explore possible long-stay hotel accommodations and coordinate with Supply Chain Division for possible long-term agreement (LTA) arrangements.Prepare Purchase Requisition (PR), Bids Analysis Summary (BAS) and Request for Payment (RFP) for long-stay hotel accommodations.Perform such other duties as may be assigned.Education
High school diploma with five years of relevant experience; or,Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience.Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
Five years (three years for bachelor's degree holders) of relevant working experience in the travel industry in the international setting, including familiarity with international travel practices and procedures; and,Knowledge of and work experience in administrative and travel functions in other international organizations or in the field is desirable.Skills
High level of customer service orientation gained from working in the travel industry;Strong computer skills – Microsoft Office products and internet;High efficiency in the use of Amadeus GDS software is required;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 deadlinesLanguages
For this position, fluency in English and French is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.
IOM’s official languages are English, French and Spanish. All staff members are required to be fluent in one of the the three languages.
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 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 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.Notes
Open to internal candidates and previous IOM employees only.
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 endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, 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.
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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies