International Organization for Migration - Recruiting Temporary WorkersI. Position Information
SVN No : SVN/IOMSO/051/2014
Position title : Junior Operations Assistant
Position grade : Ungraded equivalent to KES: 54,925.83 pm
Duty station: Nairobi, Kenya
Duration: 6 months
Type of Appointment : Temporary, Special contract
II. Organizational Context and Scope
Under the overall supervision of the Resource Management Officer and the direct supervision of the Operations Assistant, the successful candidate will assist with staff travel bookings and scheduling charter flights in compliance with IOM established procedures to ensure orderly and timely movements of migrants as well as IOM staff on duty travel.
III. Responsibilities and Accountabilities
Make airline reservations using the Amadeus reservation system in accordance with staff travel regulations.
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 (e.g. vaccination and visa requirements 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.
Provide efficient service to staff by advising on availabilities, best routings and air fare information as per carriers with which IOM has agreements.
Maintain and update continuously client files.
Make entries into IOM data base as required following the Standard Operating Procedures (SOPs).
Update pre-flight files ensuring all necessary documents are requested for and included in the file.
Track all staff travel bookings and ensure required information is updated in the various travel management tools.
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.
Perform any other duties that may be assigned.IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies Behavioural
a) takes responsibility and manages constructive criticism;
b) works effectively with all clients and stakeholders;
c) promotes continuous learning: communicates clearly;
d) takes initiative and drives high levels of performance management;
e) plans work, anticipates risks, and sets goals within area of responsibility;
f) displays mastery of subject matter;
g) contributes to a collegial team environment;
h) incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;
i) displays awareness of relevant technological solutions;
j) works with internal and external stakeholders to meet resource needs of IOM.
V. Technical
a) Effectively coordinates actions with other implementing airline partners;
b) ensures application of institutional financial policies and guidelines;
c) follows internal control procedures to prevent fraud and mismanagement.
VI. Education and Experience
Advanced IATA Diploma or equivalent qualifications
Basic work experience in Airline, staffs travel department or Travel Agency.
Prior experience working in an IO/NGO is an added advantage.
High level of customer service orientation gained from working in the travel industry
Working knowledge of the Amadeus computer reservation system will be an added advantage
Excellent communication and analytical skills.
Ability to work independently and meet deadlines with demonstrated ability to adapt to constantly changing demands.
Strong interpersonal skills: Ability to work in a multicultural team with sensitivity and respect for diversity.
Ability to act with tact, diplomacy, discretion and respect for confidentiality.
Working knowledge of the Amadeus computer reservation system
High level of computer literacy /Solid computer skills, including proficiency in MS Office package (Office, Excel, Power Point, Outlook), internet and Email
Languages required; Good knowledge of written and spoken EnglishVI. Languages
Required Fluent English Advantageous Somali
How to apply:
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)
Somalia Coordinating office in Nairobi
Human Resources Department,
Gitanga Groove, off Gitanga Road
P.O. Box 1810 - 00606
Nairobi
Or
Send by email to: recruitmentsomalia@iom.int
