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Operations Assistant Job in Kenya

Special Vacancy Notice Open To Internal And External Candidates

Vacancy Notice No:SCO/014/2013

Position Title:
Operations Assistant I (Staff Travel)

Grade: G5/01
Unit: (Resource Management) - Operations

Post of duty: IOM Somalia Coordination Office in Nairobi, Kenya

Type of contract: 6 months Special Short Term contract with possibility of extension

Closing date: 28 February 2013

General Function:

Under the overall supervision of the Chief of Mission and direct supervision of Resource Management Officer (RMO), the incumbent will be responsible for staff travel bookings in compliance with IOM established procedures to ensure orderly and timely travel of IOM staff on duty and IOM charter operations if chartered flight needed. In particular, he/she will:-
  1. Receive travel requests and make airline reservations using the Amadeus reservations system for commercial airlines, charter flights and UNHAS in accordance with staff travel guidelines/regulations.
  2. Co-ordinate with Staff Travel Coordinator in Geneva on matters concerning best practice on transcontinental and in-Africa travel for staff and provide efficient service to staff by advising availability, best routing and airfare information as required for the carriers with which IOM has agreements (per HIT).
  3. Review and ensure accuracy of the bookings, confirm booking with staff/traveller and provides detailed itinerary including electronic tickets as applicable.
  4. Issue ticketing requests and other relevant information for the trip and update travel log and reports.
  5. Liaise with commercial airlines, UNHAS and all concerned parties regarding flight cancellations, rebooking and documentation required by staff in the transit and destination countries.
  6. Orient/update staff on current affairs in the travel industry, other requirements or special conditions and regularly updates RMO on issues affecting air travel.
  7. Make entries into IOM Data base, as required per SOPs and provide training and as needed. Create entries in I-GATOR and follow up ticket refunds in I-GATOR and with airlines as necessary and according to IOM SOPs.
  8. Keep updated proflight files, ensuring that all necessary documents are requested and included in the file.
  9. Liaise and communicate with relevant regional missions or other counterparts as required, on matters related to staff travel needs for the Somali Office.
  10. Verify invoices received for staff travel from airlines, charter providers, UN3, UNHAS, ECHO and coordinates their timely payment with IOM finance department.
  11. Coordinate accommodation and hotel booking for new arrivals in Kenya and provide recommendations. Also coordinate and organize transport arrangements with COS for visitors and new staff.
  12. Coordinate with RMO and other head of units on travel budgets and travel work plans.
  13. Perform any other duties as may be assigned from time to time.
Desirable Competencies

Behavioural :
  • takes responsibility with ability to work under minimal supervision,
  • manages constructive criticism,
  • works effectively with all clients and stakeholders
  • promotes continuous learning; communicates clearly
  • takes initiative and drives high levels of performance management,
  • plans work, anticipates risks, and sets goals within area of responsibility,
  • displays mastery of subject matter,
  • contributes to a collegial team environment,
  • creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA),
  • incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation,
  • displays awareness of relevant technological solutions,
  • works with internal and external stakeholders to meet resource needs of IOM.
  • effectively coordinates actions with other implementing airline partners; 
  • ensures application of institutional financial policies and guidelines; 
  • develops/follows internal control procedures to prevent fraud and mismanagement.
Desirable qualifications and experience
  1. Bachelor’s degree in Tours and Travel or an equivalent Diploma from an accredited academic institution with relevant experience.
  2. Five (5) years professional work experience in working with the airlines industry or travel agency in a similar capacity.
  3. Overall Knowledge of IOM resettlement operations/program.
  4. Ability to read, understand and apply written instructions and guidelines; interpret instructions and resolve work related problems; detect input/output errors; perform basic arithmetical calculations.
  5. Ability to work under stressful conditions such as heavy workloads and deadlines. Attentive to details. Accuracy in handling and reporting data.
  6. Mature individual and able to work on overtime, when requested and independently.
  7. Previous working experience with NGOs or international organizations is an added advantage.
  8. Strong practical computer skills, including MS Word, Excel. Proficiency in AMADEUS, I-Gator. Knowledge of IOM agreements with airlines (HIT).
  9. Fluency in both written and spoken English and Kiswahili. Knowledge of Somali language is an advantage.

The status of the contract for internal candidates will remain unchanged.

Method of Application: Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:

International Organization for Migration (IOM)
Human Resources Department
Gitanga Groove, off Gitanga Road
P.O. Box 1810 – 00606
Send by email to:

Only short listed candidates will be contacted.

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