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IOM TUNIS: VA/TN2017-010

Operations Assistant
Deadline extended (11 June 2017)

Position Title: Operations assistant
Duty Station: Tunis, Tunisia
Classification: UG
Type of Appointment: Special short-term ungraded, 6 months with possibility of extension
Organizational Unit: Operations
Estimated Start Date: ASAP
Closing Date: 16 May 2017
Reference Code: TN 2017-010

Established in 1951, The UN agency for Migration – IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Context:

Under the direct supervision of Senior Project Assistant, and the overall supervision of Chief of mission, the incumbent will support the implementation of AVRR operations in compliance with IOM established procedures to ensure orderly and timely movements and reintegration of returnees in their countries of return.

Core Functions / Responsibilities:

1. Verify migrants’ documents identity as necessary.
2. Receive, register travel documents and make entries into IOM data base/Mimosa, as required per SOPs.
3. Create proflight in MiMOSA and proflight files as assigned by the Operations officer.
4. Track travel documents expiration deadlines, make airline bookings and check schedules in AMADEUS as required.
5. Make airline bookings for migrants in accordance with IOM SOPs.
6. Communicate with the airlines on proflight related issues, name lists, booking details, domestic bookings, additions, deletions, refunds, etc.
7. Liaise with relevant IOM offices and other counterparts (RSC, UNHCR, ICRC, embassies) about departure schedules, ground transportation of migrants between processing sites for the purpose of resettlement.
8. Follow up with IOM departments and other IOM officers regarding costs of movements.
9. Follow up for timely assignment of medical and operational escorts to proflights.
10. Make escort bookings and communicate the details to those concerned in accordance with the program requirements.
11. Generate and timely distribute Advance Booking Notifications, Transit Visa Waiver Requests,
12. Additions, Deletions, Departure Notification to the proflight according to IOM SOPs.
13. Keep updated proflight file, ensuring that all necessary documents are requested and included in the file including exit permits, correspondence with airlines, receiving missions and other related parties.
14. Enter costs into MIMOSA and ensure timely closure of files and handover to airlines accounts team.
15. Provide monthly reports and any other ad-hoc report that may be required.
16. Perform any other duties that may be assigned

Required Competencies:

• Behavioral:
  • Accepts and gives constructive criticism
  • Follows all relevant procedures, process and policies
  • Meets deadline, cost and quality requirements for outputs
  • Establishes and maintains effective working relationships with clients.
  • Demonstrates interest in improving relevant skills.
  • Actively shares relevant information.
  • Clearly communicates and listens to feedback on changing priorities and procedures.
  • Proactively develops new ways to resolve problems.
  • Provides constructive feedback to colleagues.
  • Sets clear and achievable goals consistent with agreed priorities for self and others.
  • Masters subject matter relate to responsibilities.
  • Knowledgeable about and promotes IOM core mandate and migration solutions.
  • Actively contributes to an effective, collegial and agreeable team environment.
  • Takes joint responsibility for team’s work.
• Technical:
  • Proactively identifies and advocates for cost-efficient technology solutions.
  • Understands applicability and limitation of technology and seeks to apply it to appropriate work.