OPEN FOR INTERNAL AND EXTERNAL CANDIDATES
Reference No: VN 2015/17
Duty Station:New York, USA
Position Title:Operations Assistant
Classification:Employee, Grade 5, Full Time – 100%
Starting date:1 January 2015
Type of Appointment:One year with the possibility of extension* (6 months – probation period)
Organizational Location:New York Operations
Only US citizens and residents may apply.
General Functions:
Under the overall supervision of the USRAP Programme Officer in IOM Washington and the direct supervision of the Operations Officer in IOM New York the incumbent will be responsible for the performance of routine and specialized operational tasks including daily USRAP resettlement activities: receiving and transmitting USRAP related data and coordinating USRAP arrivals with IOM POEs, US Resettlement Agencies, PRM, IOM service providers, and IOM sending missions.
Operations Assistant Duties and Responsibilities:
The specific tasks will include:
- Review, Validate, Distribute and ensure accuracy of all received movement reports including Advanced Booking Notifications (ABN), Cancelations (CAN), Departures (DEP), Mission Domestic Bookings and update arrival status (COA).
- Use RMI to process and track status of all above mentioned reports
- Follow and update the USRAP schedule to ensure all expected movements are processed in a timely manner.
- Comply with special requirements needed for vulnerable cases; including unaccompanied minors and cases with special medical or security concerns.
- Monitor and effect US domestic bookings for medical and operational escorts.
- Ensure reports are in accordance with the Movement Management Manual (MMM) and NY Operations Standard Operating Procedures (NY OPS SOPS)
- Serve as a resource to Sending Missions to better facilitate USRAP movement schedules.
- Distribute information regarding USRAP flights to the US Resettlement Agencies (RA), US Ports of Entry (POE), US Department of State Bureau of Population, Refugees and Migration (PRM), CDC, Travel Agents and authorized USRAP partners.
- Update and Distribute the Daily Transmission Report.
- Create Proflight folders according to the NY OPS SOPS.
- Process Domestic Bookings in RMI.
- Receive itineraries from US travel agents and sending missions.
- Review and ensure accuracy of the bookings using AMADEUS in accordance with the NY OPS SOPs.
- Distribute domestic bookings to the US Resettlement Agencies , US POE, and authorized USRAP Partners.
- Facilitate rebooking requests as required.
- Regularly monitor New York Operations correspondence by phone and email and serve as the New York Operations focal point between the field missions, US POEs, the US resettlement Agencies, PRM, State/Federal Authorities, hospital staff, airline staff and private citizens.
- Receive, create and follow-up on incident reports (i.e. missing luggage, medical emergencies, escort issues, problems in transit) via email and log them into the New York Operations Incident Report Database.
- Ensure confidentiality of all correspondence.
- Prioritize and complete incident reports within 1 week.
- Identify the key elements of the report and consult all relevant IOM offices – Sending, Transit, and POE – when responding to incident reports.
- Report data errors to the Receiving Mission Interface (RMI) Support Team and follow-up according to the established SOPs.
- Provide training and travel as needed in support of USRAP activities and applications.
- Assist in the development and maintenance of the IOM NY OPS SOPs and USRAP Chapter of the MMM.
- Liaise with RPC and field missions in the distribution of MTIF/xMIF reports for COP and follow-up with missions as needed to ensure timely movement planning..
- Respond to email and phone inquiries in regard to the status of USRAP cases and coordinate as required.
- Create and distribute USRAP Promissory Notes and Inventory Reports.
- Complete ad-hoc duties: check fares and routs through Amadeus, support MiMOSA-WRAPS/CDC/RA Interfaces, do database testing and prepare presentations/workshops.
Competencies:
Accountability
Client Orientation
Continuous Learning
Communication
Creativity and Initiative
Leadership and Negotiation
Performance Management
Planning and Organizing
Professionalism
Teamwork
Technological Awareness
Resource Mobilization
Education and Experience:
Bachelor Degree and at least 5 years of professional experience preferably in the airlines or travel agency.
Desirable Qualifications
Knowledge of AMADEUS is an advantage. Existing knowledge of IOM movement management tools such as HIT, MiMOSA, I-Gator, RMI and SAR is a distinct advantage as well as sound knowledge of geography, and of global airline routings. Computer literate: must be able to manage voluminous email traffic, use the Internet and have a working knowledge of Microsoft Office applications such as Word and Excel. Must have accuracy in handling and reporting data.
Proven ability to work harmoniously in a diverse, multicultural environment. Excellent organizational and leadership skills with ability to manage multiple tasks simultaneously under time constrains. Mature individual, with flexibility and able to travel and work overtime, when requested. Ability to maintain high performance standards with attention to details. Previous working experience with NGO or International Organizations is an added advantage.
Languages
Fluent English (written and oral)
Knowledge of other languages would be an advantage.
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