Under the overall supervision of the Resource Management Officer and the direct supervision of the Staff Travel Assistant, the successful candidate will provide assistance in accomplishing various tasks related to issuance and payment of air tickets and facilitation of visa application of IOM staff undertaking international and domestic official duty travel.
- Make arrangements for all domestic and international travels undertaken by staff members and from other Missions, consultants and other Non-IOM Staff (i.e. refugees, staff dependents).
- Provide visa assistance to outgoing and incoming official staff members by drafting Note Verbales and other related documents required for visa applications.
- Liaise with other IOM missions on travel-related issues.
- Assist in the booking and request ticket issuance using IOM Global Fare arrangement whenever applicable.
- Obtain fare approval and appropriate project codes assigned.
- Assist the Staff Travel Assistant in preparing travel authorization for all staff members and consultants on official duty travel and ensure required signatures in the form are completed.
- Assist in coordinating the issuance of tickets with the travel agency and airline.
- Draft request letter for Travel Tax Exemption Certificate.
- Facilitate the verification of ticket invoice; create Ticket Order Record (TOR) in Integrated Global Airline Ticket Order Record (IGator) for all requested tickets for payment in PRISM Financials.
- Update Ticket status for created TORs to generate Goods Receipt/ Purchase Order records in the Processes Resources Integrated Systems Management (PRISM)/SAP.
- Provide assistance in booking hotel accommodation for incoming officials/staff members on duty travel
- Review and check accuracy of iGator entries against PRISM prior to preparation of RFP.
- Assist in preparing requests for payments (RFP) for visa fees, airline rebooking fees, tickets purchased from the travel agency and hotel invoices and ensure proper documentations and approvals.
- Liaise all travel-related payments and subsequent adjustments to the Purchase Order line item in PRISM with Accounts Payable unit.
- Assist the Staff Travel Assistant in requesting and monitoring refunds for all unused tickets.
- Consult with the Staff Travel Assistant on staff queries and concerns regarding staff travel policies and assist in sending communicating resolutions to staff members promptly.
- Liaise with foreign embassies/consulates to expedite visa application processing of IOM and non-IOM applicants.
- Perform other functions as may be required.
EDUCATION
- University degree in Tourism or a related field from an accredited academic institution, with one (1) year of relevant professional experience in the travel industry; or
Accredited Universities are those listed in theย UNESCO World Higher Education Database.
EXPERIENCE
Work experience gained in airlines or travel agencies.Experience in any multicultural organization and or UN system an advantage.SKILLS
Working knowledge of the Amadeus computer reservation system.High level of computer literacy.High level of customer service orientation gained from working in the travel industry.Required Competencies
IOMโs competency framework can be found atย this link. Competencies will be assessed during the selection process.
Valuesย - all IOM staff members must abide by and demonstrate these three values:
Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.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.Courage: Demonstrates willingness to take a stand on issues of importance.Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.Core Competenciesย โ 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 Organizationโs priorities and assumes responsibility for own actions and delegated work.Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.Notes
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.For further information and other job postings, you are welcome to visit our website:ย IOM Careers and Job Vacancies