Vacancy Notice No:SCO/014/2013
Position Title: Operations
Assistant I (Staff Travel)
Grade: G5/01
Unit: (Resource
Management) – Operations
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:-
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) 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).
3) Review and ensure accuracy of
the 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.
5) Liaise with commercial airlines,
UNHAS and all concerned parties regarding 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) Keep updated proflight files,
ensuring that all necessary documents are requested and included in the file.
9) Liaise and communicate with
relevant regional missions or other counterparts as required, on matters
related to staff travel needs for the Somali Office.
10) Verify invoices received for
staff travel from airlines, charter providers, UN3, UNHAS, ECHO and coordinates
their timely payment with IOM finance department.
11) 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.
12) Coordinate with RMO and other
head of units on travel budgets and travel work plans.
13) Perform any other duties as may be assigned from
time to time.
Desirable Competencies
Behavioural:
a) takes responsibility with
ability to work under minimal supervision,
b) manages constructive criticism,
c) works effectively with all
clients and stakeholders
d) promotes continuous learning;
communicates clearly
e) takes initiative and drives high
levels of performance management,
f) plans work, anticipates risks,
and sets goals within area of responsibility,
g) displays mastery of subject
matter,
h) contributes to a collegial team
environment,
i) creates a respectful office
environment free of harassment and retaliation, and promotes the prevention of
sexual exploitation and abuse (PSEA),
j) incorporates gender-related
needs, perspectives, and concerns, and promotes equal gender participation,
k) displays awareness of relevant
technological solutions,
l) works with internal and external
stakeholders to meet resource needs of IOM.
Technical:
a) effectively coordinates actions
with other implementing airline partners;
b) ensures application of
institutional financial policies and guidelines;
c) 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
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.
