Operations Assistant - Kampala



SVN: 01/06/018 Operations Assistant


Open to Internal and External Candidates


                    Position Title


Operations Assistant


                     Duty Station





 General Service Staff, G5

            Type of Appointment


 Special Short Term, Six months with possibility of extension

        Estimated Start Date


 As soon as possible


                    Closing Date 


 June 24, 2018



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 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.














Under the overall supervision of the Chief of Mission and the direct supervision of the Operations Officer, the incumbent is responsible for performing resettlement operations in compliance with IOM established procedures to ensure orderly and timely movements of refugees and migrants:


Core Functions / Responsibilities:

  1. Receive refugees and migrants during reception hours, perform booking interviews as necessary.
  2. Make airline bookings for migrants in accordance with the procedures.
  3. Verify migrant/documents identity as necessary.
  4. Receive and register travel documents, make entries into IOM data base/Mimosa, as required per SOPs.
  5. Create proflights in MiMOSA and proflight files as assigned by Senior Operations Assistant.
  6. Track travel documents expiration deadlines and make airline bookings/check schedules in AMADEUS as required.
  7. Communicate with the airlines on proflight related issues, name lists, booking details, domestic bookings, additions, deletions, refunds, etc.
  8. Communicate with relevant IOM offices and other counterparts (RSC, UNHCR, embassies, Office of the Prime Minister, Immigration) about departure schedules, ground transportation of migrants between processing sites for the purpose of resettlement. 
  9. Follow up with IOM departments, and other IOM officers regarding costs of movements.
  10. Follow up for timely assignment of medical and operational escorts to proflight, make escort bookings and communicate the details to those concerned in accordance with the program requirements.
  11. Ensure timely proflight updates in MiMOSA, and SIMA.
  12. Create entries in I-GATOR and follow up ticket refunds in IGATOR and with airlines as necessary and according to IOM SOPs.
  13. Generate and timely distribute Advance Booking Notifications, Transit Visa Waiver Requests, Additions, Deletions, Departure Notification to the proflight according to IOM SOPs.
  14. Ensure timely preparation and signature of loan documents as applicable.
  15. Keep updated proflight file, ensuring that all necessary documents are requested and included in the file including exit permits, correspondence with airlines, receiving missions and other related parties.
  16. Ensure timely preparation of IOM travel bags for Airport Operations Staff.
  17. Ensure timely closure of files.
  18. Perform other duties as maybe assigned

Required Qualifications and Experience


  1. Minimum of High School Degree/ Certificate with 5 years of relevant experience or Bachelor’s degree with 3 years of relevant experience in social sciences or related field
  2. IATA Standard diploma from a well-established institution is a requirement
  3. At least 5 years of experience in an airline or busy travel agency carrying out similar tasks.
  4. Strong practical computer skills, including Excel spreadsheet and Access database and experience of work with on-line applications.
  5. Proficiency in AMADEUS or other airlines Computer Reservations System.
  6. Accuracy in handling and reporting data.
  7. Required IOM functional competencies: effective communicator, successful negotiator, creative and analytical thinker, active learner, team player, and cross cultural facilitator.
  8. Ability to read, understand and apply written instructions and guidelines; interpret instructions and resolve work related problems; detect input/output errors; perform basic arithmetical calculations.
  9. Mature individual and able to work on overtime, when requested and independently.
  10. Previous working experience with NGOs or international organizations, is an added advantage
  11. Thorough knowledge of English and Swahili, Kinyabwisha and  Kinyarwanda is an added advantage


How to apply:


Interested candidates should send their resumes with three references electronically to hruganda@iom.int by 12:00am EAT on 24 June 2018.

The subject of your email should be the Reference Number and Title i.e. “SVN: 01/06/018 Operations Assistant”.

Since the system is automated, if you do not follow the above mentioned instruction your application may be missed by the system.

Please ensure that send your attachments as ONE DOCUMENT in PDF.

The title of your attachment should be your full name.

Only Shortlisted candidates will be contacted.


Posting Date: 11 June 2018                Closing Date: 24 June 2018



Duty Station: 
General Service Staff, G5
Closing Date: 
Sunday, June 24, 2018