Special Vacancy Notice Open To Internal And External Candidates
Vacancy Notice No:SCO/014/2013
Position Title: Operations Assistant I (Staff Travel)
Unit: (Resource Management) - Operations
Post of duty: IOM Somalia Coordination Office in Nairobi, Kenya
Type of contract: 6 months Special Short Term contract with possibility of extension
Closing date: 28 February 2013
General Function:
Under the overall supervision of the Chief of Mission and direct supervision of Resource Management Officer (RMO), the incumbent will be responsible for staff travel bookings in compliance with IOM established procedures to ensure orderly and timely travel of IOM staff on duty and IOM charter operations if chartered flight needed. In particular, he/she will:-
- 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).
- Review and
ensure accuracy of the bookings, confirm booking with staff/traveller and
provides detailed itinerary including electronic tickets as applicable.
- 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 RMO 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.
- Coordinate with
RMO and other head of units on travel budgets and travel work plans.
- Perform any
other duties as may be assigned from time to time.
Desirable Competencies
Behavioural :
- takes
responsibility with ability to work under minimal supervision,
- manages
constructive criticism,
- works
effectively with all clients and stakeholders
- promotes
continuous learning; communicates clearly
- takes initiative
and drives high levels of performance management,
- plans work,
anticipates risks, and sets goals within area of responsibility,
- displays mastery
of subject matter,
- contributes to a
collegial team environment,
- creates a
respectful office environment free of harassment and retaliation, and
promotes the prevention of sexual exploitation and abuse (PSEA),
- incorporates
gender-related needs, perspectives, and concerns, and promotes equal
gender participation,
- displays
awareness of relevant technological solutions,
- works with
internal and external stakeholders to meet resource needs of IOM.
Technical:
- effectively
coordinates actions with other implementing airline partners;
- ensures
application of institutional financial policies and guidelines;
- develops/follows
internal control procedures to prevent fraud and mismanagement.
Desirable qualifications and experience
- Bachelor’s
degree in Tours and Travel or an equivalent Diploma from an accredited
academic institution with relevant experience.
- Five (5) years
professional work experience in working with the airlines industry or
travel agency in a similar capacity.
- Overall
Knowledge of IOM resettlement operations/program.
- 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.
- Mature
individual and 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).
- Fluency in both
written and spoken English and Kiswahili. Knowledge of Somali language is
an advantage.
Note:
The status of the contract for internal candidates will remain unchanged.
Method of Application: Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:
International Organization for Migration (IOM)
Human Resources Department
Gitanga Groove, off Gitanga Road
P.O. Box 1810 – 00606
Nairobi
OR
Send by email to: hrsomalia@iom.int
Only short listed candidates will be contacted.
