Operations Assistant (Tunis) – IOM Tunisia Retour vers les opportunités

Position Title: Operations Assistant
Duty Station: Tunis, Tunisia
Classification: G5
Type of Appointment: One Year Fixed Term, with possibility of renewal
Estimated Start Date: ASAP
Reference Code: VATN2020-002

Organizational Context and Scope:

Established in 1951, 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
Under the direct supervision of the Assisted Voluntary Return and Reintegration (AVRR) Senior Project Assistant, and the overall supervision of Chief of Mission, the incumbent will ensure bookings and support migrants’ voluntary returns operations in compliance with IOM established procedures to ensure orderly and timely movements

Core Functions / Responsibilities:

The successful candidate will assume the functions and the following responsibilities:

• Arrange, check schedules in AMADEUS, and book flight tickets for all migrants assisted by IOM in their voluntary return to their country of origin, ensuring that travel is arranged efficiently and effectively;
• Verify migrants’ identity documents and track travel documents expiration deadlines as necessary;
• Liaise with the airlines on proflight related issues, name lists, booking details, domestic bookings, additions, deletions, refunds, etc;
• Arrange escort bookings as may be required and communicate the details to those concerned in accordance with the program requirements;
• Support with the coordination for pocket money for beneficiaries assisted to return from Tunisia to countries of origin in line with program requirements ahead of each departure;
• Support with provision of airport assistance to beneficiaries upon departure as may be required;
• Receive, register travel documents and make entries into IOM data base/MiMOSA, as required; Create proflight in IOM database / MiMOSA and maintain updated proflight files, ensuring that all necessary documents are requested and included in the file including exit permits, correspondence with airlines, receiving missions and other related parties;
• Process requests for purchasing tickets for IOM staff and visitors, ensuring that the travel arrangements follow the IOM rules of most direct route and most competitive prices, providing solutions to a wide spectrum issues related to travel;
• Process travel authorizations and claims of IOM staff in line with travel entitlements ensuring that the travel arrangement follow internal and external regulations and alerting management in cases of non-conformity;
• Assist with technical guidance on issues related to IOM staff travel, providing inputs and analysis to support decision-making;
• Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary;
• Generate and timely distribute Advance Booking Notifications, Transit Visa Waiver Requests; as well as additions, deletions, departure notifications to the proflight according to IOM SOPs;
• 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;
• Follow up with other IOM departments and IOM officers regarding costs of movements;
• Support the production of monthly, interim and annual reports, summaries, press releases, visibility activities and other relevant project information materials through providing statistical inputs on movements;
• Support with provision of airport assistance to beneficiaries upon departure as may be required;
• Perform any other duties that may be assigned.

Required Competencies:

The incumbent is expected to demonstrate the following competencies:

Inclusion & respect for diversity:

• Respects and promotes individual and cultural differences.
• Encourages diversity and inclusion wherever possible.

Integrity & transparency:

• Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

Professionalism:

• Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Teamwork:

• Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

Delivering results:

• Produces and delivers quality results in a service-oriented and timely manner.
• Is action oriented and committed to achieving agreed outcomes.

Managing and sharing knowledge:

• Continuously seeks to learn, share knowledge and innovate.

Accountability:

• Takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

Communication:

• Encourages and contributes to clear and open communication.
• Explains complex matters in an informative, inspiring and motivational way.

Leadership:

• provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision;
• assists others to realize and develop their potential.

Empowering others & building trust:

• creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

Strategic thinking and vision:

• works strategically to realize the Organization’s goals and communicates a clear strategic direction.