Administrative-jobs at International Organization for Migration, Shugulika Africa Limited

JOB DETAILS:

Core Functions / Responsibilities:
• Oversee up to four teams of staff members who are undertaking movement activities, including coordinating, scheduling and booking travel, distributing Advance Booking Notifications (ABNs), and issuing updates on domestic flights, cancellations and departure notifications; or data processing activities, including recording demographic and biographic information in Migrant Management Operational Systems Application (MiMOSA), confirming receipt to third parties, and managing, securing, and accounting for travel documents in accordance with the local standard operating procedures (SOPs).
• Promote staff development processes such as hiring, providing training, assigning duties, andgiving constructive feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of activities.
• Oversee the organization and completion of all bookings by Movements staff members in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT). Ensure compliance with program-specific SOPs for different migrant types and other modes of travel by air, land, or sea. Supervise the distribution of travel information to internal and external stakeholders.
• Oversee the creation of movement data files, by ABN, for all individuals in accordance with SOPs. Oversee Movements staff members as they compile and analyse descriptive statistics, using I-GATOR to capture costs and prepare travel loan paperwork as specified in SOPs and in accordance with host government’s procedures. Certify vendor-incurred costs and verify charges for beneficiary movements; capture costs in the movement cost report, monitor cost settlement and transfer to financial accounting.
• Ensure Data Processing staff members are undertaking secure storage of documentation and data in accordance with IOM principles and guidelines, that they are taking all necessary measures to guarantee limited access to physical files, and that they are dispatching travel documents and coordinating exit permits in a timely manner. Ensure the travel bag has all necessary documentation to depart the country.
• Oversee Data Processing staff members as they process exit permits and travel documents in close coordination with supervisors and other IOM colleagues; this may include direct communication with beneficiaries in relation to requesting them to submit required documentation in accordance with SOPs. Ensure they prepare all travel documentation required for the exit process and submit to relevant authorities for approval, following up on exit permit requests and clearances in a timely manner.
• Oversee the preparation of Data Processing reports on the receipt of documentation to time-of-service delivery, as well as regular data mining reports confirming MiMOSA is up-to-date and accurate; advise management on possible issues which need attention and suggest corrective actions. Report specifically to management on any problems encountered like denials of exit permits, the reasons for such denials and possible solutions.
• Oversee pre-departure counselling on pre-embarkation procedures and special needs duringtravel (such as meals, medication, wheelchairs, and medical conditions) as needed and identity and document verification prior to the distribution of travel documentation to departing individuals.
• Identify beneficiary vulnerabilities and coordinate appropriate action to ensure they are addressed, including overseeing the coordination of escorts.
• Liaise regularly with airlines to represent the best interest of beneficiaries and clients for competitive fares with the most direct routing. Liaise with other teams and units in IOM Tanzania and with external partners such as government authorities, relevant embassies, and the United Nations High Commissioner for Refugees (UNHCR). As needed, represent IOM at partner meetings and conferences.
• Oversee the handling of at-risk and sensitive cases in accordance with IOM’s policies, procedure, and guidance in the Movement Management Manual (MMM), including assistance for unaccompanied refugee minors (URMs). Ensure IOM is adequately training staff members on working with at-risk and sensitive cases and is mainstreaming prevention of sexual exploitation and abuse (PSEA) through the awareness and training sessions for staff and service-providers.
• Prepare statistics and report regularly to the Movements Operations Officer on relevant activities, problems and solutions related to Movements and Data Processing. Work to streamline how reports are prepared and presented in order to improve services. Ensure data on all procedures is compiled, summarized, and presented by staff members in a timely manner.
• Demonstrate a comprehensive understanding of relevant Movement Operations SOPs andMovements-related systems and databases (including iGATOR, MiMOSA, SAR, and Amadeus), as well as the ability to remain professional, impartial, and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA).
• Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Movements Operations Officer or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

JOB DETAILS:

Job Description
• Resolves problems by clarifying the customer's complaint, determining the cause of the problem, selecting and explaining the best solution to solve the problem, following up to ensure resolution.
• Successful candidate should be able to handle all customer’s inquiries received timely and professionally.
• Monitoring the Airbnb page and responds clients.
• Understanding customers' needs and identifying their problems.
• Demonstrates a positive, enthusiastic, friendly attitude.

Requirements
• Bachelor’s degree or equivalent experience preferred.
• 1-3 years’ experience in real estate or sales.
• Good knowledge of Microsoft Office, google sheets, emailing.
• Ability to troubleshoot key issues.
• Strong communication skills.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure