Operations Assistant

                         Position Title : Operations Assistant

                          Duty Station: IOM Tallinn, Estonia

                        Classification:General Service Staff, Grade G5

            Type of Appointment: 5 months, with possibility of extension

            Estimated Start Date:As soon as possible

                        Closing Date:July 20, 2022

Reference code:EE10-VN-2022-07 

Context:

Under overall guidance of the Head of Office and the general oversight of the Programme Officer, the incumbent is responsible for assisting in the operational activities concerning the transportation of refugees, asylum seekers and migrants in the countries covered by the IOM Mission in Tallinn.

Core Functions / Responsibilities:

• Evaluate and establish the best economical and suitable routing for IOM movements according to the established transportation procedures and practices;
• Organize and complete all bookings falling under the incumbent’s entrusted responsibility in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT) and standard operating procedures (SOPs) from the Division of Resettlement and Movement Management (RMM)
• Assign pro-flight numbers and keep appropriate financial records of IOM movements;
• Calculate IOM reduced fare amounts worldwide in the applicable currencies;
• Ensure transportation arrangements are carried out according to internationally recognized standards of security and safety;
• Communicate and coordinate with relevant IOM missions and other (donor) entities on all aspects of movement management of IOM beneficiaries, as well as – in close coordination with supervisors – on any other aspects of assistance provided to beneficiaries under relevant programmes/projects.;
• Assist in liaising with local authorities, institutions and diplomatic missions in order to facilitate the release of necessary travel documents.
• Prepare the necessary relevant documentation relating to specific transportation arrangements such as departure notifications and maintenance of dossiers. Ensure the completeness of files, make the necessary data entries and insert them into tracking sheets and IOM database system;
• Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert supervisor(s) of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
• Verify airlines' and other transportation service providers’ invoices with regard to correctness of air tariffs, routings, passenger breakdowns, schedules and currency conversions and make the necessary costing entries into the IOM database systems and the tracking sheets;
• Verify debit notes of transit assistance provided by other IOM missions;
• Provide airline quotations and other transportation related information for the project development colleagues;
• Provide guidance and assistance on travel arrangement matters to Assisted Voluntary Return and Reintegration (AVRR) and Ukraine refugees project colleagues;
• Coordinate and update booking information, routings, cancellations, re-bookings, no-shows etc. and ensure that all concerned parties, especially receiving agencies, are accurately and fully informed;
• Provide departure assistance at the Tallinn Lennart Meri airport, if required, according to established Standard Operating Procedures, including outside regular office hours (early mornings/late evenings);
• Perform any other duties as may be assigned.

Required Qualifications and Experience

Education

• Completed University degree, from an accredited academic institution, preferably in Travel or Tourism Management, with 3 years of relevant professional experience, preferably in similar roles; or
• Completed High School degree from an accredited academic institution, with 5 years of relevant professional experience

Experience

• Proven working experience in air transportation as air ticket agent (airline or travel agency) is advantageous;
• Sound experience in application of air tariffs and knowledge of related rules and regulations as well as experience in computerized airline reservations system (AMADEUS);
• Technical mastery of Excel and Outlook and good knowledge of other MS-Office applications
• Experience in or knowledge of refugee resettlement or family reunification issues is considered a distinct advantage

 Languages

• Fluency in English is required.
• Knowledge of other languages such as Estonian and Russian is considered as advantageous.

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and 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.

Core Competencies – behavioural indicators level 1

• 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.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.

How to apply:

Interested candidates with the required qualifications should submit a cover letter and a CV.  Save them in the form “Your Family Name _ Your First Name”, either as .doc or as .PDF file (e.g.: Doe_John.doc or Doe_John.PDF). All applications must be addressed to the iomtallinnhr(at)iom.int quoting the above vacancy notice number/reference code as well as the last name of the candidate.

Only shortlisted candidates will be contacted. Unfortunately, we are not able to answer phone inquiries at this stage.

Posting period:

From 5.07.2022 to 20.07.2022