IOM,Operations Assistant Jobs in Rwanda

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1. Receive
   refugees and migrants during reception hours, perform booking interviews
   as necessary in order to first establish travel readiness of the applicants.
2. Make
   airline bookings for migrants, staff and authorised non-IOM Staff in
   accordance with the established Standard Operating Procedures SOPs.
3. Verify
   migrant/documents identity as necessary and confirm the validity of travel
   documents prior to flight bookings.
4. Receive
   and register travel documents, make entries into IOM database (Mimosa) as
   required and as per SOPs.
5. Create
   Pro-Flights in Mimosa and Pro-Flight files as assigned by the operations
   officer or the Senior Operations Assistant.
6. Track
   travel documents expiration deadlines check airlines’ flight schedules and
   make appropriate bookings using AMADEUS system as per refugee/migrants’
   country of resettlement and/or final destination.
7. Communicate
   with relevant airlines on movement related issues such as, follow up on
   block-bookings, forwarding name lists, individual booking details,
   domestic bookings, additions, deletions, timely ticket issuance, ticket
   refunds.
8. Communicate
   with relevant IOM offices and other counterparts (RSC, UNHCR, DGIE Rwanda,
   ICRC as applicable, embassies or consulates) when following up on Travel
   Documents and applicable visas as well as exit permits for Family Reunion
   cases and about departure schedules, ground transportation of migrants
   between processing sites for the purpose of resettlement activities.
9. Follow
   up with IOM departments, and other IOM offices regarding costs and any
   issues related to movements of refugees and migrants.
10. Follow
    up for timely assignment of medical and operational escorts to
    Pro-flights, make escort bookings and communicate the details to the
    concerned offices in accordance with the program SOPs.
11. Ensure
    timely pro-flight updates in Mimosa, and SAR systems according to status
    of the block-bookings with the airlines as well as tracking approved slots
    with IOM New York Operations.
12. Create
    entries in I-GATOR and follow up ticket issuance, change status as used
    immediately after departure, ticket refunds if any in i-GATOR and with
    airlines as necessary and according to the IOM i-GATOR SOPs.
13. Generate
    and timely distribute Advance Booking Notifications (ABNs), Transit Visa
    Waiver Requests, Additions, Deletions, Departure Notification to the
    Pro-Flights according to IOM SOPs.
14. Ensure
    timely preparation and prompt signing of IOM’s Loan Documents (USRAP
    Promissory Notes, Canadian Warrants) as per the guidelines.
15. Keep
    updated Pro-Flight file, ensuring that all necessary documents such as,
    exit permits, correspondence with airlines, receiving missions and other
    related parties are requested for and included in the paper files prior to
    departure.
16. Ensure
    timely hand over of required travel documents to Data Entry Unit for
    preparation of IOM travel bags for Airport Operations Staff.

1. Enter
   all movement related costs into Mimosa and ensure timely closure of files
   for departed Pro-Flights in accordance with IOM Movement SOPs
2. Perform
   such other duties as may be assigned.

• University
  degree in social sciences or business administration or a related field
  from an accredited academic institution, with three years of relevant
  professional experience in relevant an airline or busy travel agency
  carrying out similar tasks.
• Completed
  High School certificate/diploma from an accredited academic institution,
  with five years of relevant professional experience
• IATA
  Standard diploma from a well-established institution

• Demonstrated
  proficiency with Microsoft Office applications, including Excel,
  PowerPoint, word as well as good knowledge of online data applications. Experience
  with computerised Enterprise Resource Planning softwares such as AMADEUS
  would be a distinct advantage
• Previous
  working experience with NGOs or international organizations, is an added
  advantage
• Overall
  knowledge of USRAP, Australian, Canadian, and European IOM resettlement
  procedures, a critical added advantage.
• Mature
  individual, able to work independently, effectively and harmoniously with
  colleagues from varied cultures and professional backgrounds at all
  levels.
• Tolerant
  individual with ability to work with people from different background and
  with flexibility and able to work on overtime, when requested
• Demonstrated
  ability to maintain accuracy and confidentiality in performing
  responsibilities.

• Accountability
  – takes responsibility for action and manages constructive criticisms
• Client
  Orientation – works effectively well with client and stakeholders
• Continuous
  Learning – promotes continuous learning for self and others
• Communication
  – listens and communicates clearly, adapting delivery to the audience
• Creativity
  and Initiative – actively seeks new ways of improving programmes or
  services
• Leadership
  and Negotiation – develops effective partnerships with internal and
  external stakeholders;
• Performance
  Management – identify ways and implement actions to improve performance of
  self and others.
• Planning
  and Organizing – plans work, anticipates risks, and sets goals within area
  of responsibility;
• Professionalism
  – displays mastery of subject matter
• Teamwork
  – contributes to a collegial team environment; incorporates gender related
  needs, perspectives, concerns and promotes equal gender participation.
• Technological
  Awareness – displays awareness of relevant technological solutions;
• Resource
  Mobilization – works with internal and external stakeholders to meet