Operations Assistant at International Organization for Migration (IOM)

Operations Assistant Job Core Functions / Responsibilities

• Receive refugees and migrants during reception hours, perform booking interviews as necessary.
• Make airline bookings for migrants in accordance with the procedures.
• Verify migrant/documents identity as necessary.
• Receive and register travel documents, make entries into IOM data base/Mimosa, as required per Standard Operating Procedures SOPs.
• Create proflights in MiMOSA and proflight files as assigned by Senior Operations Assistant.
• 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.
• 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, refunds, etc.
• Communicate with relevant IOM offices and other counterparts (RSC, UNHCR, ICRC, embassies) about departure schedules, ground transportation of migrants between processing sites for the purpose of resettlement.
• Follow up with IOM departments, and other IOM officers regarding costs of movements.
• Follow up for timely assignment of medical and operational escorts to profligates make escort bookings and communicate the details to those concerned in accordance with the program requirements.
• Ensure timely proflight updates in MiMOSA.
• Create entries in I-GATOR and follow up ticket refunds in IGATOR and with airlines as necessary and according to IOM Standard Operating Procedures (SOPs).
• Generate and timely distribute Advance Booking Notifications, Transit Visa Waiver Requests, Additions,
• Deletions, Departure Notification to the proflight according to IOM Standard Operating Procedures (SOPs).
• Ensure timely preparation and signature of loan documents as applicable.
• 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.
• Ensure timely hand over required documents to Data Entry Unit for preparation of IOM travel bags for Airport
• Operations Staff. 1Enter costs into MiMOSA and ensure timely closure of files and handover to airline accounts team. 1Perform other duties as maybe assigned from time to time. Required Qualifications and Experience

Education Requirements for the Operations Assistant Job

• High School Certificate, with 5 years professional working expereince in an airline or busy travel agency or a
• Bachelors Degree in Hospitality or equivalent (or higher) with least three years professional working experience in an airline or busy travel agency.
• IATA Standard Diploma from a well established institution.
• Strong practical Computer skills, including Excel Spreadsheet and Access Database and experience of wok with online applications.
• Proficiency in AMADEUS or other airlines computer reservations systems.

Experience

• Accuracy in handling and reporting data.
• 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.
• Mature individual and able to work on overtime, when requested and independently.
• Previous working experience with NGOs or international organizations is an added advantage.

Languages

• Fluency in both written and spoken English and Kiswahili.
  Required Competencies

Behavioural

• 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.

Other

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
• Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.