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  • Posted: Jun 7, 2019
    Deadline: Jun 20, 2019
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    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. With 165 member states, a further 8 states holding observer status and offices in over 100 countries, IOM is dedicated to promoting humane and orderly migration for the bene...
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    Senior Operations Assistant

    Vacancy Number: VN/IOMSO/037/2019

    Classification: General Service Staff, Grade G6**

    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:

    • 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.
    • Co-ordinate with Staff Travel Coordinator in Geneva on matters concerning best practice on transcontinental and in-Africa travel for staff and provide efficient service to staff by advising availability, best routing and airfare information as required for the carriers with which IOM has agreements (per HIT).
    • Provide daily management and supervision of operations activities, including training and technical assistance; ensure effective cooperation between the staff travels unit and all other IOM units;
    • Provide and create monthly report on service fees received from other IOM mission on returnees/migrants in and out of Somalia, seek necessary approval and coordinate with finance unit to charge to corresponding WBSs.
    • Review and ensure accuracy of the bookings, confirm booking with staff/traveller and provides detailed itinerary including electronic tickets as applicable.
    • Analyse and prepare travel projections in order to foresee staff movement trends and plans; compile accurate movement statistics.
    • Issue ticketing requests and other relevant information for the trip and update travel log and reports.
    • Liaise with commercial airlines, UNHAS and all concerned parties regarding flight cancellations, rebooking and documentation required by staff in the transit and destination countries.
    • Orient/update staff on current affairs in the travel industry, other requirements or special conditions and regularly updates SRMO on issues affecting air travel.
    • 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.
    • Keep updated proflight files, ensuring that all necessary documents are requested and included in the file.
    • Liaise and communicate with relevant regional missions or other counterparts as required, on matters related to staff travel needs for the Somali Office.
    • Verify invoices received for staff travel from airlines, charter providers, UN3, UNHAS, ECHO and coordinates their timely payment with IOM finance department.
    • Coordinate accommodation and hotel booking for new arrivals in Kenya and provide recommendations. Also coordinate and organize transport arrangements with COS for visitors and new staff.
    • Create yearly airline report for both commercial and UN flights and share with the SRMO in timely manner.
    • Coordinate with SRMO and other head of units on travel budgets and travel work plans.
    • Perform any other duties as may be assigned from time to time.

    Required Qualifications and Experience

    Education

    • Bachelor’s degree in Tours and Travel or related field from an accredited academic institution with 4 years of in the airlines industry or travel agency in a similar capacity;or
    • High School Diploma in the above fields with six years of relevant professional experience.

    Experience

    • 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.
    • Ability to work under stressful conditions such as heavy workloads and deadlines
    • Attentive to details. Accuracy in handling and reporting data.
    • Able to work on overtime, when requested and independently.
    • Previous working experience with NGOs or international organizations is an added advantage.
    • Strong practical computer skills, including MS Word, Excel. Proficiency in AMADEUS, I-Gator. Knowledge of IOM agreements with airlines (HIT).

    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 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 action 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 potential.
    • Empowering others and building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
    • Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

    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.

    Method of Application

    Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number (VN No.), Position Title and the Duty Station with three professional referees and their contacts (both email and telephone) to: recruitmentsomalia@iom.int

    Posting period:

    From 07.06.2019 to 20.06.2019

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