Context
Under the overall supervision of the Head of Operations, and direct supervision of the Senior Operations Assistant, the incumbent will perform the following functions:
Core functions/ responsibilities
· Organize transportation of IOM migrants/refugees using the MiMOSA, I-Gator and Amadeus databases and by implementing appropriate operational procedures;
· Liaise with Immigration Authorities, Embassies, Airlines, UNHCR as well as with IOM Missions to facilitate smooth departure and transit of migrants travelling under IOM auspices;
· Make booking arrangements with the carriers, including preparation and distribution of passenger manifests;
· Coordinate with offices responsible for transit, upon arrival reception assistance;
· Ensure timely notification of internal and external partners concerning relevant bookings, routings, cancellations, etc.;
· Ensure compliance with established rules and regulations for matters regarding invoicing and updating of Ticket Order Records;
· Create ABNs according to movements;
· Register information accurately in MiMOSA vis-à-vis registration, case and movement modules;
· If needed, complete pre-departure briefings, print promissory notes and warrants and have returnees sign these notes at pre-departure briefings;
· Complete all pre-Departure work (i.e. ABNs, Customs Forms, Ticketing,) according to projects’ and IOM guidelines;
· Maintain working relationship with receiving missions, providing flight information and responding to inquiries;
· Ensure timely issuance of tickets, verify information printed on tickets and make photocopies as needed;
· Ensure that travel packets, transportation letters and any other relevant documentation are included in each properly marked IOM plastic bag according to the ABN;
· Maintain pro-flight files of all pre-departure information including all necessary supporting documents (i.e. photocopies of tickets, relevant travel requests, ABNs) to be coordinated with the post-departure unit;
· Prepare and distribute passenger travel documents (visas, etc.) and tickets;
· Conduct pre-departure briefings with the migrants/refugees;
· Prepare and ensure proper storage/tracking of travel packets;
· Ensure transit assistance at Cairo airport is performed/ provided in timely manner.
· Track flight schedules and number of individuals assisted during transit at Cairo airport;
· Check and prepare invoices for proper settlement received by airlines and other service-providers;
· Assist applicants/refugees to obtain their exit visas at the Immigration Office (Mogamaa) as needed;
· Photocopy essential documents as required;
· Fill in on post departure procedures as required;
· Perform other related duties as assigned
Desirable Qualifications:
· Secondary School diploma (University degree would be considered an advantage)
· 4 years of experience in air movement operations
· Previous experience in working/liaising with governmental and diplomatic authorities as well as with international organizations
· knowledge of the electronic tools AMADEUS, MIMOSA, I-Gator and SIMA would be considered an advantage
Competencies:
Behavioural:
a) Follows all relevant procedures, processes, and policies; b) Meets deadline, cost, and quality requirements for outputs; c) Clearly communicates, and listens to feedback on changing priorities and procedures; d) Proactively develops new ways to resolve problems; e) Persistent, calm, and polite in the face of challenges and stress; f) Works effectively with people from different cultures by adapting to relevant cultural contexts
Technical:
a) Delivers on set objectives in hardship situations; b) Effectively coordinates actions with other implementing partners
Language(s):
Thorough knowledge of English and Arabic, both spoken and written
HOW TO APPLY:
Interested external candidates are invited to submit their up-to-date curriculum vitae with a covering letter by 11th of August, 2015 at the latest to HRDcairo@iom.int, referring to the reference code of the Vacancy.
Internal candidates are requested to complete the internal application form.
Only shortlisted candidates will be contacted.
