Operations Assistant at International Organization for Migration (IOM)

Open to Internal and External Candidates

Vacancy Number; VN/IOMSO/036/2019

Classification: General Service, Grade G4**

Type of Appointment: One Year Fixed Term with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 20 June, 2019

Core Functions / Responsibilities:

1. Receive travel requests and make airline reservations using the Amadeus reservations system for commercial airlines, charter flights and UNHAS in accordance with staff travel guidelines/regulations.
2. Work closely with the staff travel coordinator –STC on the international flights for the IOM staff and also using the HIT access in order to get the more appropriate fares according the IOM agreement with different carriers
3. Verify bookings, confirm booking with staff/traveller and provides detailed itinerary including electronic tickets as applicable.
4. Issue ticketing requests and other relevant information for the trip and update travel log and reports. Keep updated proflight files, ensuring that all necessary documents are requested and included in the file
5. Liaise with relevant regional missions, commercial airlines, UNHAS and all concerned parties regarding staff travel needs for the Somali Office, flight cancellations, rebooking and documentation required by staff in the transit and destination countries.
6. Orient/update staff on current affairs in the travel industry, other requirements or special conditions and regularly updates RMO on issues affecting air travel.

7. Make entries into IOM Data base, as required per SOPs and provide training and as needed. Create entries in I-GATOR and follow up ticket refunds in I-GATOR and with airlines as necessary and according to IOM SOPs.

8. Verify invoices received for staff travel from airlines, charter providers, UN3, UNHAS, ECHO and coordinates their timely payment with IOM finance department.

9. Coordinate accommodation with recommendations on hotel booking for new arrivals in Kenya and liaise with COS for transport arrangements with RMO/Project Managers directive on travel budgets and travel work plans.

10. Perform any other duties as may be assigned from time to time.

Required Qualifications and Experience

Education

• Bachelor’s Degree with 2 years of relevant work experience in an airline or busy travel agency carrying out similar task; Or

· High School Degree with 4 years’ of professional experience in the above field.

Experience

• Diploma in IATA Travel Operations or equivalent from a well-established Institution
• Strong computer skills, including MS Word, Excel, Access database and on-line applications. Proficiency in AMADEUS, I-Gator. Knowledge of IOM agreements with airlines (HIT).
• 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.
• Able to work on overtime, when requested and independently.
• Previous working experience with NGOs or international organizations, is an added advantage
• Fluency in both written and spoken English and Kiswahili.

Languages

Fluency in English and Somali is required.

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

Core Competencies – behavioural indicators level 1

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

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.