Vacancy Number | IOM-SVN/0047/2018 |
Position Title | Operations Assistant - Staff Travel booking, EU/AUS/NZ booking – 3 Positions |
Duty Station | Addis Ababa, Ethiopia, |
Classification | General Service Staff, G5 |
Type of Appointment | SVN, Six months with possibility of extension |
Estimated Start Date | As soon as possible |
Posting Period | 20.06.2018 |
Background
Under the general supervision of the Head of Mission SLM Addis Ababa and the Operations Officer and the direct supervision of the Senior Operations Assistant, the incumbent shall be responsible to carry out duties related to the organizations movement activities. In particular he/she will be responsible for the following;
Core Functions / Responsibilities:
1. In coordination with the Senior Operations Assistant, handle all administrative arrangements (booking tickets, issue Advance Booking Notifications (ABN) and ticket collection) for IOM staff travel and escorts or as otherwise assigned.
2. In close co-ordination with the field logistical staff, and Addis Ababa movement supervisors, organize logistical arrangements for refugee movements to and from Addis including payments of relevant Subsistence allowances and accommodation at the IOM transit Centre(s).
3. As per agreed Standard Operating Procedures, provide support for Circuit ride, Immigration Interviews, cultural orientation and medical screening as requested and provide a weekly update on status of these requests.
4. Ensure all staff travel documentation is handled as per regulation and respective TORs completed in I-Gator.
5. Maintain an updated database of IOM and Non IOM Escorts in Mimosa.
6. Register, update costs and revalidate staff travel/Escort information in I-gator
7. Send out departure messages to all concerned parties right after the movement takes place, send detailed departure information ( to IOM Geneva.
8. Prepare airline invoices and other department Purchase requisition order and payment requests and ensure all necessary documentation is included in migrant case files and checklists are properly updated
9. Ensure maintenance of departmental financial , auditable files as per audit guidelines, including individual case files , airline invoices/refunds, promissory notes, warrants, staff travel records and POs for other service providers.
10. Undertake in country and out of country Duty travel, as well as airport duty as assigned.
11. Any other duties within the incumbent’s capabilities as assigned by the Operations Officer or the Head of Office.
Required Qualifications and Experience
Education
University Degree in Management, Business Administration or related field of study with a combination of relevant training and experience
Experience
· Five years of airline accounting experience of using CRS (Amadeus/Galileo preferred) and knowledge of reservations, fares and ticketing as well as experience in using Microsoft Office packages - (Outlook, Word, Access and Excel).
· Excellent communications skills.
· Drive for results.
· Flexibility and ability to work within a multicultural team.
· Ability to multi-task in order to achieve the designed goals and ability to find creative solutions to a range of difficult situations that may be encountered within a complex and challenging work environment.
Languages
· Thorough knowledge of spoken and written English and Amharic. Knowledge of other widely spoken languages in Ethiopia would be an advantage.
Competencies:
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.
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