United States of America: iGator Operations Assistant

Organization: International Organization for Migration
Country: United States of America
Closing date: 24 Oct 2016

JOB RESPONSIBILITIES:

  • Assist in the coordination with the Federal government agencies and the local Airport, i.e. the Port Authority, DHS/CBP/CDC/TSA/FBI, Airports ID Cards, airline representatives, Service Providers.

  • Serves as a focal point for administrative coordination of refugee arrivals and departure daily management at PoE Airports in close cooperation with the Movement Administration.

  • Monitors the arriving and departing flights, ground transportation to connecting flights and overnight hotel accommodations, timely preparation and submission of Prom Notes to be signed at the respective PoE.

  • Assist URMs in coordination with the Movement administration to ensure the appropriate hand over.

  • Arrange and coordinate ground transportation and hotel accommodation including reservations and processing of payments to the service providers. Daily preparation of flight and hotel packages, as well as domestic tickets for refugees and escorts. Handle MCOs for all beneficiaries and includes them into IOM/MCO data tracking base.

  • Assist the migrants at the airport during arrivals, departure or transits ensuring timely and smooth check-in procedures acting as an intermediary between the migrants and airline, boarder control, customs and airport authorities. Task includes supervision of the inventory and distribution of food to refugees.

  • Responsible for the processing and certification of domestic tickets provided by overseas missions and the domestic travel agent. Return and accountability of unused tickets in a timely manner.

  • Alert the POE Deputy Supervisor in case of any irregularities in processing delivery. Make proposals for improving the efficiency and delivery of process.

  • Compile, summarize and present data on post-arrival procedures (i.e. sending arrival notifications or transit confirmations to all relevant partners, updating movement status in the database, sending scanned copies of movement-related documentations including tickets, invoices for transportation and hotel accommodation to the project managing mission for reporting to the donors). Make all movement related entries into respective databases, including RMI.

  • Provide guidance and training to IOM Airport hourly personnel, task includes the assistance in hiring of airport hourly staff, preparation of working schedules, and timekeeping and counting working time on a monthly basis for the subsequent submission to the NY HR for payroll processing.

  • Provide guidance and follow up trainings for the IOM PoE Non-Staff personnel to ensure accurate completion of federal inspections documents, including WRAPS transportation boarding letters, Customs Declarations, and Employment Authorization Documents.

  • Provides general office assistance responds to complex information requests and inquiries. Task include tracking of MCO: Order and certification, certification of all invoices for payment and preparation folder of docs for ID approval for staff new hire.

  • Responsible for the Air Ticket Validation Procedures and handling iGator entries, in particular: certify tickets as used or unused once particular proflight has departed; update and validate domestic bookings in RMI based on actual departure details; create and validate Ticket Order Records (TORs) in iGator, including amendments, if necessary; update ticket status to “Used” and coordinate with NY Accounting for discrepancy between entries in iGator and in invoice.

  • Perform other related duties as assigned by the PoE Supervisor and PoE Manager.

EDUCATION REQUIRMENTS:

• High School Degree/Certificate

EXPERIENCE REQUIREMENTS:

• 5 Years of Experience in movement management/airline transportation. • Excellent organizational skills with ability to manage multiple tasks simultaneously under time constraints • Knowledge of computerized airline reservation system, preferably AMADEUS • Existing knowledge of IOM movement management tools such as HIT, MiMOSA, I-Gator, RMI is a distinct advantage • Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, Good knowledge of information technology and proficiency in Microsoft Office applications especially Excel, Word, PowerPoint, Publisher, and SharePoint. • Previous work experience in international organizations and companies would be an advantage.

REQUIRED LANGAUGES:

Fluency in English and Spanish

Knowledge of other languages would be an advantage

How to apply:

Interested candidates are invited to submit their applications to Virginia Salvatore at hrny@iom.int, by October 24, 2016 referring to this advertisement.

Internal Candidates should submit a letter of interest and complete the Internal Application Form.

External candidates should submit up-to-date curriculum vitae or a completed IOM Personal History Form.

Only shortlisted candidates will be contacted.

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