International Organization for Migration (IOM)
Indonesia is looking for an Operations Assistant I according to the
terms of reference below:
I. Position Information
Reference No.
Position title
Position grade
Base Salary
Duty station
Type of Contract SVN/ID10/2013/061
Operations Assistant
General Service Staff, Grade 4
IDR 9,266,750 per month
Jakarta
Special All Inclusive Contract for 3 months (the first three months will be considered as probationperiod). The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band IV
Operations
RCA
2003729
tba
n/a
Reporting directly to National Operations Officer
Overall supervision by Deputy Chief of Mission
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under direct supervision of the National Operations Officer and the overall supervision of the Deputy Chief of Mission, the incumbent will be responsible in performing operations support functions, especially for the ticket reservation for the movements and staff travels.
III. Responsibilities and Accountabilities
1. Receive and review request for ticket reservation from staffs’ members and for the refugees and the migrants’ movements.
2. Coordinate with the Airlines and the travel agents for the ticketing matters.
3. Request travel agents for price quotation, determines applicable class of travels.
4. Identify potential travel agents / airlines and ascertain conditions of purchase and quotations of the tickets
5. Present price quotations for the review and approval of the supervisor. Incumbent may also recommend the best quotation to supervisor.
6. Coordinate and ensure that all ticket purchase are reviewed and approved by the programme managers or Unit officer.
7. Upon approval, authorizes travel agent to issue the tickets and collect the ticket from the airlines/travel agents.
8. Ensure the timely delivery of procured ticket to the requestor and ensure that requestor submitted the TA for the supporting documents.
9. Check and verify the invoice from the travel agents bills before submit it to the National Operations Officer and the Finance.
10. Prepare the request for payment of ticket purchased and submit it to Finance.
11. Maintain files and record on the ticketing data base.
12. Coordinate with colleagues in other sub offices for local ticket booking and with other mission for international ticket booking
13. Ensure that the used airlines are secure and as advised by UNDSS
14. Serve as back up of other Operations Assistant I in Jakarta
15. Perform other duties as may be assigned.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Accountability
* Accepts and gives constructive criticism
* Follows all relevant procedures, processes, and policies
* Meets deadline, cost, and quality requirements for outputs
* Monitors own work to correct errors
* Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
* Identifies the immediate and peripheral clients of own work
* Establishes and maintains effective working relationships with clients
* Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Continuous Learning
* Contributes to colleagues' learning
* Demonstrates interest in improving relevant skills
* Demonstrates interest in acquiring skills relevant to other functional areas
Communication
* Actively shares relevant information
* Clearly communicates, and listens to feedback on, changing priorities and procedures
* Writes clearly and effectively, adapting wording and style to the intended audience
* Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
* Proactively develops new ways to resolve problems
Leadership and Negotiation
* Convinces others to share resources
* Presents goals as shared interests
Performance Management
* Provides constructive feedback to colleagues
* Provides fair, accurate, timely, and constructive staff evaluations
* Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Planning and Organizing
* Sets clear and achievable goals consistent with agreed priorities for self and others
* Identifies priority activities and assignments for self and others
* Organizes and documents work to allow for planned and unplanned handovers
* Identifies risks and makes contingency plans
Professionalism
* Masters subject matter related to responsibilities
* Identifies issues, opportunities, and risks central to responsibilities
* Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
* Effectively applies knowledge of migration issues within organizational context
* Persistent, calm, and polite in the face of challenges and stress
* Treats all colleagues with respect and dignity
* Works effectively with people from different cultures by adapting to relevant cultural contexts
* Knowledgeable about and promotes IOM core mandate and migration Solutions
Teamwork
* Actively contributes to an effective, collegial, and agreeable team environment
* Contributes to, and follows team objectives
* Gives credit where credit is due
* Seeks input and feedback from others
* Delegates tasks and responsibilities as appropriate
* Actively supports and implements final group decisions
* Takes joint responsibility for team's work
Technological Awareness
* Learns about developments in available technology
* Proactively identifies and advocates for cost-efficient technology solutions
* Understands applicability and limitation of technology and seeks to apply it to appropriate work
Technical
a).
Delivers on set objectives in hardship/difficult situations.
b). Effectively
coordinates actions with other implementing partners.
V. Education and Experience
a) Diploma Degree in management, economic, political, social science, business and tourism/ticketing management. University Degree is advantage.
b) At least three years of experience in ticketing reservation.
c) Previous working experience with travel agency/airline Company will be highly regarded.
d) Knows how to operate AMADEUS and other ticketing system
e) Knowledge in assisting emergency operations activities;
f) Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
g) Proficient in computer applications: Ms-Office.
VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written.
HOW TO APPLY
Interested candidates
are invited to send the application in ENGLISH, with :
a) Cover letter,
clearly specify suitability and availability date,
b) Complete the
Personal History Form which can be
downloaded at the following link :
http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls
c) Detailed curriculum vitae, including historical
salary and minimum three referees (preferably former direct supervisors).
Please
submit your application through : http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=nl&file=phform.xls
or
send by email to recruitment-indonesia@iom.int, indicating the
reference code above (SVN/ID10/2013/061) as subject. The deadline for applications is 08 September 2013.
Only applicant
who meet the above qualification will be short-listed
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