Staff Travel Officer

Introduction Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move. IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration This Vacancy Notice is part of IOM’s competitive mobility exercise, open for applications from internal and internal-equivalent candidates only. Organizational Context and Scope Under the overall oversight of the Head of the Resettlement and Movement Management Unit and the technical supervision of the Senior Movement Operations Manager, the Staff Travel Officer is responsible and accountable for the effective management, performance, and service delivery of the Staff Travel Team. The Staff Travel Officer plays a key role in supporting staff travel across the Organization, including routine official travel and emergency deployments to complex and potentially high-risk operational environments. The position operates in a dynamic setting characterized by fluctuating workloads and activity peaks associated with emergency responses, surge deployments, and major organizational events. The Staff Travel Officer will coordinate the day-to-day activities of the Staff Travel Team, ensuring that staff travel services are delivered in compliance with applicable policies, procedures, and entitlements, while promoting cost-effective travel practices and high standards of customer service across the Organization. Responsibilities • Arrange and book travel on behalf of IOM staff as required. Work with IOM missions and other stakeholders to ensure travel is arranged efficiently and effectively. • Promote cost-effective travel solutions through the application of established travel policies, identification of appropriate itineraries, and review of available travel options in accordance with organizational requirements. • Analyze and interpret policies, rules and guidelines regarding staff travel and entitlements and recommend solutions on a broad range of travel-related matters and exceptions. • Supervise directly reporting staff in the delivery of travel services, including visa processing and invoice processing, and manage their performance in the Staff Evaluation System (SES) by setting objectives, evaluating performance and providing ongoing feedback. • Provide technical guidance and subject-matter expertise on staff travel matters. Contribute analysis and recommendations to support decision-making and the continuous improvement of travel-related processes and services. • Monitor compliance with staff travel policies, procedures, and applicable regulations. Follow airline invoicing settlement procedures as per RMM guidelines and ATOMS and WAVE interoperability requirements. • Interface with RMM HQ and internal stakeholders to identify and ensure cost-efficient solutions for staff travel. Support travel expenditure monitoring and contribute recommendations for operational efficiencies and cost savings. • Facilitate travel for emergency deployments of staff to field locations. Assess and advise on the most feasible travel options in crisis situations, including evacuations. • Keep current with internal and external rules and regulations governing international travel in the IOM context. Maintain knowledge of RMM airline tariffs, travel management policies and international practices. • In coordination with the Office of Staff Security (OSS), regularly review safety and security standards of travel arrangements. • Maintain relationships and develop networks with relevant partners if strategically relevant in coordination with the Senior Movement Operations Manager, including airlines, travel management companies, and hotels. When appropriate, contacting embassies and representations on relevant visa issues. • Participate in and contribute to meetings with internal and external stakeholders and counterparts on staff travel matters, as required. • Perform such other duties as may be assigned. Qualification Education • Master’s degree in Business or Public Administration from an accredited academic institution with two years or relevant professional experience; or,• Bachelor’s degree in above fields with four years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience • Experience in negotiating fares and agreements with airlines and travel agents; • Experience working with lATA rules, standards, and procedures; • Experience in international travel operations, including international travel practices and procedures; • Experience using tariffication systems, AMADEUS and I-GATOR; • Experience working with IOM administrative procedures and in administrative and travel functions at HQ and/or in the field is desirable Skills • Ability to effectively coordinate actions with implementing airline partners; • Knowledge and ability to apply institutional financial policies and guidelines; • Knowledge and ability to follow internal control procedures to prevent fraud and mismanagement. 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 is required (oral and written). Working knowledge of French and/or Spanish an advantage. 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. Managerial Competencies – behavioural indicators Level 2 • 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. Notes Internationally recruited professional staff are required to be mobile. Please refer to this link for guidance on IOM Job Category. 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 will remain eligible to be appointed in a similar position for a period of 24 months. Appointment will be subject to all clearances, including medical and security as well as accreditation, any residency or visa requirements. Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, harassment, sexual harassment, abuse of authority and any forms of discrimination. IOM is committed to promote the protection and safeguarding of all children. IOM conducts reference checks and background verification, including through system wide databases such as ClearCheck, to help ensure that candidates have no record of misconduct, including on sexual harassment, sexual exploitation and abuse, or fraud. Candidates are expected to uphold these standards and principles at all times. IOM does not charge any fees at any stage of the recruitment process—whether for application, interview, processing, training, or otherwise—and does not request any information related to bank accounts. IOM only accepts duly completed applications submitted through the IOM WAVE 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