Massive Job Vacancies at IOM Kigali Rwanda 2013

Massive Job Vacancies at IOM Kigali Rwanda 2013

SPECIAL VACANCY NOTICE OPEN TO INTERNAL AND EXTERNAL CANDIDATES

1. Finance Assistant (Operations)

Position title: Finance Assistant (Operations)
Duty station: Kigali, Rwanda.
Classification: Employee, G5/1 (UN Salary Scale for GS staff)
Type of appointment: Special Short Term Contract. Six Months, with possibility of extension
Estimated Start date: As soon as possible
Closing date: 30thNovember 2013
Reference Code: SVN2013/11-RW

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 overall supervision of the Chief of Mission, under direct supervision of the Resource Management Officer and in coordination with the Operations Officer, the incumbent will be responsible for the post-departure financial functions of movements, i.e. verification of costs incurred for each movement and costs input into MIMOSA.

Core functions/Responsibilities:

Verify costs incurred for each movement and costs entered in Migrant Management Database (MIMOSA) and propose adjustments as necessary.
Verify documents in Proflight (PF) files and Keep Proflight files updated in MIMOSA
Forward electronic departure notifications to Field Data and Statistics Unit in Manila and/or Regional Office Nairobi.
Receive; verify/certify airline invoices for local or Mission Payment Requests.
Process payment of airline invoices through accounting system (SAP) after verification in order to certify correctness and to ensure that all appropriate supporting documents have been provided and clearing of vendor accounts once payment has been done by Treasury.
Monitor vendor accounts including follow up with airlines for relevant documents for clearance of debtors and provide timely feedback of long outstanding issues to the Resource Management Officer.
Responsible for ticket control including receipt and verification of tickets, Prepaid Tickets Advices and Miscellaneous Charge Orders for onward dispatch to Operations unit.
Update ticket status in I-Gator for files that have departed and tickets utilized.
Process and follow up with airlines on refund requests and credit notes.
Prepare Nominal rolls and Departure/Cost Notifications for each Proflight to be used as supporting documents for invoice certification.
Complete travel warrants for movements to Canada & maintaining the relevant file(s)
Verify Promissory Notes for movements so as to ascertain they are correctly prepared and preparation for dispatch of prom notes to IOM New York for further handling. Maintain the relevant movement files(s).
Carry out monthly Proflight files audit to ensure accuracy and proper filing.
Send monthly statistics/reports to project partners as required.
Post other accounting transactions in SAP accounting system and generate reports as well as process payments through electronic banking systems.
Maintain a filing system and to ensure proper custody of financial documents -vouchers, bank correspondence etc.
Regularly (monthly or as scheduled) collects statistics/reports from Operations and Medical Departments and assist in the computation of income generated for service fee based projects. -Reviews and computes travel claims and Imprest accounts, and verifies authenticity of the supporting documents provided.
Provide guidance and information to other units on financial policies and procedures.
Review and suggest improvements to existing internal controls in the relevant areas of administration and finance in order to safeguard the mission’s resources
Perform such other duties as may be assigned.

Desirable Competencies

Behavioral : a) takes responsibility and manages constructive criticism, b) works under minimal supervision, c) works effectively with all clients and stakeholders d) promotes continuous learning; communicates clearly e) takes initiative and drives high levels of performance management, f) plans work, anticipates risks, and sets goals within area of responsibility, g) displays mastery of subject matter, h) contributes to a collegial team environment, i) creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA), j)incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation, k) displays awareness of relevant technological solutions,

Technical: a) Effectively applies knowledge of relevant financial discipline b) Develops / follows internal control procedures to prevent fraud and mismanagement c) Ensures application of institutional financial policies and guidelines d)Advocates incorporation of financial considerations into processes and procedures e)Maintains confidentiality and discretion in appropriate areas of work f)Ability to read, understand and apply written instructions and guidelines; g) interpret instructions and resolve work related problems; h) detect input/output errors; i) perform basic arithmetical calculations.

Desirable Qualifications and experience

-Bachelor’s degree in finance or related field from a recognized institution.
-Relevant training and experience in accounting or finance, and a professional qualification such as CPA, CA, CIMA or ACCA a distinct advantage.
-At least five years of prior work experience in finance, budgeting, forecasting, Receivables.
-Computer literacy & proficiency in Ms Windows XP and 2007, Ms Office 2007, 2010, Database and Ms Access.
-Prior work experience in an international organization and more specifically in the airline industry a distinct advantage.
-Knowledge of IOM accounting systems, software and procedures and a high level of computer literacy, in particular in computerized accounting systems (including SAP) mandatory.

Languages

Excellent command of spoken and written English is required. Knowledge of French and Kinyarwanda language an advantage.

2. Office Assistant

Position title: Office Assistant
Duty station: Kigali, Rwanda.
Classification: Employee, G4/1 (UN Salary Scale for GS staff)
Type of appointment: Special Short Term Contract. Six Months, with possibility of extension
Estimated Start date: As soon as possible
Closing date: 30^th November 2013
Reference Code: SVN2013/12-RW

Context:

Under the overall supervision of the Chief of Mission and direct supervision of Resource Management Officer, the incumbent will perform routine administrative functions in support of the office of the Chief of Mission, Operations Department and general office support:

Core functions/Responsibilities:

Receive and coordinate correspondence drafted for the COM’s signature..
Liaising with the relevant units to obtain briefs, background information and documents and related material for different meetings/events, as needed.
Review the briefs to ensure comprehensiveness of information; obtain additional input from focal points as required.
Attend programmatic meetings, draft action points to be shared with project staff and make sure timely follow-up action is taken;
Issuing and recording reference numbers of all correspondence from COM office -Keeping up to date contact details of high level officials from Governments, Embassies, other UN Agencies and International Organizations and Regional Economic Commissions (REC)
Organizing the COM’s appointments, work plan and meeting agendas as may be requested
Facilitating the organization of national and international meetings, conferences and visits, including travel and hotel arrangements, as well as the itinerary of IOM visitors for the COM’s office
Recording, filing and distributing Minutes of Meetings (MoM) and Note For File (NFF) between the COM, Project Managers, Staff Members and High Level Officials
Taking minutes of meetings, including weekly staff meetings
Operate the switchboard
Receive, Register and distribute all correspondence/mail coming in and out of the organization
Welcome and help out visitors and usher them as required
Ensure reception area is well organized and presentable at all times
Regularly conduct inventory of IOM property at IOM Operations Department, report on the needs, and keep a data base.
Be a focal point for IOM Operations Department for procurement and stock requisition of office supplies and equipment.
Support OPS staff requests regarding arrangements for meetings and conferences, prepare payment requests.
Assist IOM Operations Staff with preparing TAs and facilitate the process in the timely manner.
Be responsible for the track of AL planning in Operations Department, and update the data base of ALs and TDYs.
Assist in preparation of payment requests for operations department regarding procurement, bus transport of refugees, other daily needs for the department.
Facilitate visa applications for Operational Staff with other departments and embassies.
Perform other duties as maybe assigned.

Desirable Competencies

Technical: a) Correctly interacts with and advises on interfacing with senior level stakeholders as appropriate, b) Effectively coordinates actions with other implementing partners, c) Maintains confidentiality and discretion in appropriate areas of work, d) Ability to read, understand and apply written instructions and guidelines; e) interpret instructions and resolve work related problems; f) detect input/output errors; g) perform basic arithmetical calculations. h) Accuracy in handling and reporting data, i) correctly interacts with and advises on interfacing with senior level stakeholders as appropriate

Desirable Qualifications and experience

Diploma in Business Administration or any related field.
Bachelor’s degree in administration would be a distinct advantage
At least 4 years work experience in administration in a similar capacity.
Computer Literacy& proficiency in MS Windows XP and 2007 or above, MS Office 2007, 2010, Database and MS Access.
Accuracy in handling and reporting data.
Prior experience working in an UN Agency/IO/INGO is an added advantage.
Basic secretarial skills and experience.
Excellent analytical thinking skills.
Ability to work in multicultural environment.
Ability to work under pressure and with minimum supervision

Languages

Excellent command of spoken and written English is required. Knowledge of French and Kinyarwanda language an advantage.

3. Operations Assistant (2 positions)

Position title: Operations Assistant (2 positions)
Duty station: Kigali, Rwanda.
Classification: Employee, G5/1 (UN Salary Scale for GS staff)
Type of appointment: Special Short Term Contract. Six Months, with possibility of extension
Estimated Start date: As soon as possible
Closing date: 30^th November 2013
Reference Code: SVN2013/11-RW

Context:

Under the overall supervision of the Chief of Mission, under the direct supervision of the Operations Officer, and the Senior Operations Assistant, 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:

Receive refugees and migrants during reception hours, perform booking interviews as necessary.
Make airline bookings for migrants in accordance with the established Standard Operating Procedures SOPs.
Verify migrant/documents identity as necessary and confirm the validity of travel documents prior to flight bookings.
Receive and register travel documents, make entries into IOM database (Mimosa) as required and as per SOPs.
Create Pro-Flights in Mimosa and Pro-flight files as assigned by Senior Operations Assistant.
Track travel documents expiration deadlines and make airline bookings/check schedules in AMADEUS as required.
Communicate with the airlines on Proflight related issues, name lists, booking details, domestic bookings, additions, deletions, ticket refunds, etc.
Communicate with relevant IOM offices and other counterparts (RSC, UNHCR, ICRC, Embassies, and Consulates) about departure schedules, ground transportation of migrants between processing sites for the purpose of resettlement activities.
Follow up with IOM departments, and other IOM officers regarding costs of movements.
Follow up for timely assignment of medical and operational escorts to Pro-flights make escort bookings and communicate the details to those concerned offices in accordance with the program requirements.
Ensure timely proflight updates in Mimosa, and SIMA.
Create entries in I-GATOR and follow up ticket refunds in IGATOR and with airlines as necessary and according to IOM SOPs.
Generate and timely distribute Advance Booking Notifications (ABNs), Transit Visa Waiver Requests, Additions, Deletions, Departure Notification to the Proflight according to IOM SOPs.
Ensure timely preparation and signature of loan documents (USRAP Promissory Notes, Canadian Warrants) as applicable.
Keep updated Pro-flight 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.
Ensure timely hand over of required documents to Data Entry Unit for preparation of IOM travel bags for Airport Operations Staff.
Enter costs into Mimosa and ensure timely closure of files and handover to finance operations assistant airlines accounts team for final closure.
Perform such other duties as may be assigned.

Desirable Competencies

Behavioral: a) takes responsibility and manages constructive criticism, b) works under minimal supervision, c) works effectively with all clients and stakeholders d) promotes continuous learning; communicates clearly e) takes initiative and drives high levels of performance management, f) plans work, anticipates risks, and sets goals within area of responsibility, g) displays mastery of subject matter, h) contributes to a collegial team environment, i) creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA), j)incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation, k) displays awareness of relevant technological solutions

Technical: a) Effectively applies knowledge of migration issues within organizational context, b) Correctly frames migration issues within their regional, global, and political context, c) Effectively coordinates actions with other implementing partners, d) Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country e) Maintains confidentiality and discretion in appropriate areas of work f) Ability to read, understand and apply written instructions and guidelines; g) interpret instructions and resolve work related problems; h) detect input/output errors; i) perform basic arithmetical calculations j) Accuracy in handling and reporting data.

Desirable Qualifications and experience

Bachelor’s Degree in social sciences or business administration or any other related field.
IATA Standard diploma from a well-established institution
At least five years of experience in an airline or busy travel agency carrying out similar tasks.
Proficiency in AMADEUS or other airlines Computer Reservations System.
Computer literacy & proficiency in Ms Windows XP and 2007, Ms Office 2007, 2010, Database and Ms Access.
Previous working experience with NGOs or international organizations, is an added advantage
Overall knowledge of USRAP, Australian, Canadian, and European IOM resettlement procedures, a critical added advantage.

Languages

Excellent command of spoken and written English is required. Knowledge of French and Kinyarwanda language an advantage.

4. Airport/Movement Assistant

Position title: Airport/Movement Assistant
Duty station: Kigali, Rwanda.
Classification: Employee, G4/1 (UN Salary Scale for GS staff)
Type of appointment: Special Short Term Contract. Six Months, with possibility of extension
Estimated Start date: As soon as possible
Closing date: 30^th November 2013
Reference Code: SVN2013/08-RW

Context:

Under the overall supervision of the Chief of Mission, under the direct supervision of the Operations Officer and in coordination with Senior Operations Assistant, the incumbent will assist in implementing the refugee resettlement operations and activities at Kigali International Airport as well as perform clerical and administrative tasks related to Movement/Airport Support

Core functions/Responsibilities:

Arrange for the transport of cases traveling to or from camps or within Kigali for medicals or operational reasons (departures): travel documents, manifests, bus tickets, cash (DSA) requests etc.
Liaise with MHD to ensure follow up medical procedures are completed before cases return to the camps.
Transmit IOM Travel Documents from IOM office to the Airport for the migrants departing, or transiting to other destinations as applicable.
Monitor Operational email correspondence to ensure that all IOM beneficiary movement needs through Kigali’s airports is attended to as per SOPs.
Arrange for USRAP Promissory Notes and Canadian Warrants to be signed prior to departure from Kigali International Airport.
Liaise with airlines regarding pre-check-in procedures for IOM groups, and ensures scanned copies of travel documents/transportation letters are transmitted to the airline concerned in a timely manner.
Coordinate migrants’ transportation to Kigali International Airport as applicable.
Check airline tickets in a timely manner and verify travel documents and migrants’ identities prior to check-in.
Arrange check-in of the migrants departing, assisting with bags, providing ID verification, leading departing migrants through customs and immigration.
Weigh and Tag refugee baggage at the airline check-in desk. -Ensure that relevant airport services are accessed for cases with special needs; including medical and unaccompanied minors.
Liaise with airlines, immigration, airport authorities on procedures for IOM passengers.
Arrange for snacks and/or meals and accommodation as necessary for all IOM passengers in case of delay with departure.
Immediately inform Senior Operations Assistants/Operations Officer of any flight changes, cancellations for further guidance.
Confirm departures to Operations Assistants, and provide bag count for transmitting the data to the IOM mission receiving passengers.
Assist IOM AVRR transiting, arriving or departing at Kigali International Airport by arranging for accommodations and onward transport as necessary.
Greet/welcome beneficiaries upon arrival at Kigali International Airport, orientates/assists them through security, luggage checks, check in, immigration and departure.
Liaise with Kigali Airports Authority, Immigration Officials and airline focal points within Kigali airport to ensure that beneficiaries are able to depart without incident or delay.
Perform such other duties as may be assigned.

Desirable Competencies

Behavioral: a) takes responsibility and manages constructive criticism, b) works under minimal supervision, c) works effectively with all clients and stakeholders d) promotes continuous learning; communicates clearly e) takes initiative and drives high levels of performance management, f) plans work, anticipates risks, and sets goals within area of responsibility, g) displays mastery of subject matter, h) contributes to a collegial team environment, i) creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA), j)incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation, k) displays awareness of relevant technological solutions, l) Ability to work under stressful conditions such as heavy workloads and deadlines m) Attentive to details n) Willing to accept flexible work schedule

Technical: a) Maintains confidentiality and discretion in appropriate areas of work b) Accuracy in handling and reporting data, c) Ability to read, understand and apply written instructions and guidelines; interpret instructions and resolve work related problems; d) detect input/output errors; e) perform basic arithmetical calculations,

Desirable Qualifications and experience

Diploma in IATA or in Travel and Transport related fields.
At least four years of resettlement/movement or airline experience.
At least two years working experience with agencies involved in movements: Resettlement Support Centre (RSC), IOM, UNHCR, airport authorities etc.
Strong communication, negotiation and problem solving skills.
Computer literacy & proficiency in Ms Windows XP and 2007, Ms Office 2007, 2010, Database and Ms Access.
Ability to work under stressful conditions such as heavy workloads and deadlines. Attentive to details. Accuracy in handling and reporting data. Willing to accept flexible work schedule

Languages

Excellent command of spoken and written English is required. Knowledge of French and Kinyarwanda language an advantage.

5. Data Processing Assistant (2 positions)

Position title: Data Processing Assistant (2 positions)
Duty station: Kigali, Rwanda.
Classification: Employee, G4/1 (UN Salary Scale for GS staff)
Type of appointment: Special Short Term Contract. Six Months, with possibility of extension
Estimated Start date: As soon as possible
Closing date: 30^th November 2013
Reference Code: SVN2013/09-RW

Context:

Under the overall supervision of the Chief of Mission, under the direct supervision of the Operations Officer and in coordination with Senior Operations Assistant, the incumbent is responsible for entering data for refugees and migrants into IOM data base (MiMOSA) 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:

Receive travel docs from High commissions, USRAP travel packets from IOM Regional Offices (IOM-Nairobi or IOM-Kampala); check and confirm documents/packets received against RSC/high commissions dispatch list and return signed copy to sending office as appropriate.
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 & photocopy travel documents as requested by other Units/Departments, i.e. for exit permits.
Dispatch all unused travel documents by DHL to the relevant IOM missions and ensure proper tracking records of documents to avoid loss and/or mishandling.
Maintain and update spreadsheet of travel packets received from RSC/Embassies and those that are returned.
Liaise and reconcile with RSC, embassies & missions on cases received and returned.
Timely and accurately prepare IOM departure bags for refugees and migrants including: air tickets, I-94 cards, travel documents, departure/exit cards, X-rays, medical documents, pre-departure certificates, and customs cards for departures ex Rwanda before handing them to the Airport Staff. Regular report on the case statuses at IOM.
In coordination with the IT Assistant Design database systems as required by IOM local specifications: create a statistical data base for Operations Department, that is used by the Department for monthly, quarterly and ad-hoc Ops reports.
Adopt available automated statistical reports to the immediate needs of the Department.
Prepare other statistical or descriptive reports and undertake a research as may be required.
Perform any other duties as may be assigned from time to time.

Desirable Competencies

Behavioral: a) takes responsibility and manages constructive criticism, b) works under minimal supervision, c) works effectively with all clients and stakeholders d) promotes continuous learning; communicates clearly e) takes initiative and drives high levels of performance management, f) plans work, anticipates risks, and sets goals within area of responsibility, g) displays mastery of subject matter, h) contributes to a collegial team environment, i) creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA), j)incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation, k) displays awareness of relevant technological solutions,

Technical: a) Maintains confidentiality and discretion in appropriate areas of work, b) Accuracy in handling and reporting data. C) Ability to read, understand and apply written instructions and guidelines; d) interpret instructions and resolve work related problems; e) detect input/output errors; f) perform basic arithmetical calculations g) Typing speed of 50 words per minute.

Desirable Qualifications and experience

Diploma in IT/Information Systems or related field
Minimum of four years continuous professional working experience in computer data entry in a busy institution
Computer literacy & proficiency in Ms Windows XP and 2007, Ms Office 2007, 2010, Database and Ms Access.
Overall knowledge of USRAP, Australian, Canadian, and European IOM resettlement procedures, a critical added advantage.
Accuracy in handling and reporting data.
Typing speed of 50 words per minute.

Languages

Excellent command of spoken and written English is required. Knowledge of French and Kinyarwanda language an advantage.

6. Driver

Position title: Driver
Duty station: Kigali, Rwanda.
Classification: Employee, G2/1 (UN Salary Scale for GS staff)
Type of appointment: Special Short Term Contract. Six Months, with possibility of extension
Estimated Start date: As soon as possible
Closing date: 30^th November 2013
Reference Code: SVN2013/10-RW

Context:

Under the overall supervision of the Chief of Mission, under direct supervision of the Resource Management Officer,the incumbent will be responsible for office car maintenance and other logistical activities.

Core functions/Responsibilities:

Drive IOM vehicles and execute tasks as assigned by the supervisor.
Follow the rules and regulations of driving IOM vehicles at all times.
Ensure the safety and security of vehicle, staff and cargo, ensuring that road discipline and traffic rules are observed.
Manage the day-to-day maintenance of the assigned vehicle to ensure roadworthiness before departure. This includes daily check of tyres, brakes, engine oil, fan belt, etc. Ensure cleanliness of the vehicle at all times.
Fill in the inspection sheet of vehicle status and share with the supervisor. Report promptly any defects or malfunctioning of the vehicle that requires immediate attention.
Ensure that incase of accident, supervisors and UNDSS are informed and a police report is obtained. In no case should the driver accept responsibility.
Maintain the vehicle road log sheet including the fuel status and oil changing at all times.
Collect mail and deliver various documents as planned by the supervisor
Maintaining a checklist of spares, jack, toolbox to ensure care and accountability.
Ensuring that the keys are returned to the safe at the end of the day.
Keeping track of service, insurance and registration dates and alerting the supervisor well in advance.
Making weekly reports on vehicle status to be shared with the supervisor.
Take the vehicle to pre-identified maintenance workshops andfollow up on maintenance performed and make sure vehicle is repaired to standard and without any delay.
Keep proper records on consumables used and maintenance performed for every and each vehicle.
Makes sure all vehicles are having the appropriate equipment and tools by Rwandan Law, and by MOSS.
Perform such other duties as may be assigned.

Desirable Competencies

Behavioral: a) takes responsibility and manages constructive criticism, b) works under minimal supervision, c) works effectively with all clients and stakeholders d) promotes continuous learning; communicates clearly e) takes initiative and drives high levels of performance management, f) plans work, anticipates risks, and sets goals within area of responsibility, g) displays mastery of subject matter, h) contributes to a collegial team environment, i) creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA), j)incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation,

Technical: a) Effectively applies specialized knowledge of logistics to timely source goods and services, b) Drives IOM vehicles in a safe manner consistent with local regulations, c) Basic knowledge of vehicle maintenance and repairs, d) Good knowledge of routes within Rwanda, e) Good knowledge and working experience with VHF and HF Radios.

Desirable Qualifications and experience

Completion of High School education/diploma
At least two years continuous driving experience, preferably with an international organisation
Valid Driving License (A, B, C, E class).
Possession of a Government driving test grade I and II.
Possession of a recent certificate of good conduct from Police.
Strong interpersonal and intercultural skills.
Flexible in terms of working hours.
Good knowledge of routes within Rwanda
Good knowledge and working experience with VHF and HF Radios.

Languages

Excellent command of spoken and written English is required. Knowledge of French and Kinyarwanda language an advantage.

How to apply:

Interested candidates are invited to submit their applications (Cover letter not more than one page specifying the motivation for application, indicating the Reference code of this vacancy and detailed CV with three professional references and contacts ‘email or telephone’) by email to: iomrwandarecruitment@iom.int

The subject of your e-mail should read the Position title and reference code.

Only short listed candidates will be contacted, no phone calls please.