Senior Operations Assistant

Under the overall supervision of the Head of Office and direct supervision of the Senior Operations Officer, the successful candidate will be responsible and accountable for planning, executing and coordinating resettlement operations of the Operations Department in IOM Beirut. The incumbent is also responsible for the achievement of project goals and quality control.   Coordinate with the Operations Officers the implementation of work plans for the Operations Department, including daily assignments of duties and activities, and oversee a balanced workload for staff and ensure proper work flow. Supervise operations staff on various resettlement projects, perform quality control checks and ensure accuracy, timeliness and compliance with established movement management procedures and guidelines. Ensure compliance within the department with SOPs in relation to the IOM institutional applications and tools, incl. MiMOSA, iGATOR, Amadeus and HIT agreements. Identify, suggest and implement measures to maintain a high level of integrity in the department. Liaise and coordinate with embassies, UNHCR, RSC, GSD and other counterparts on all matters pertaining to resettlement, flight schedules, exit permits and other formalities. Liaise and coordinate with relevant regional and country offices on refugee resettlement and movement planning. Supervise daily activities, ground movements and other movement related issues with the airport team, field offices and other IOM departments, incl. MHD and CO, and ensure refugees and other migrants are travel-ready, medically cleared and in possession of appropriate travel documents, visa and exit permits. Supervise USRAP departures and block bookings in compliance with airline and POE distribution, and PN levels. Prepare quarterly seat projections and supervise SAR entries. Ensure completion of proper documentation, visa applications and exit permit procedures to enable refugees and other migrants to travel safely. Monitor and ensure staff travel bookings are effected according to procedures and guidelines Liaise with airlines on block bookings and specific booking issues such as stretchers or medical cases. Train junior staff in movement management procedures and IOM institutional applications including MiMOSA, iGATOR and Amadeus, and ensure staff are updated on program and movement management requirements and developments. Prepare and provide movement statistical reports and service fee calculations on a monthly basis. Prepare budgets for ad hoc group booking requests as applicable, in coordination with the Operations Officer and Resource management and ensure individual budgets for self-payer or sponsor pre-paid movements are correctly processed. Ensure data, correspondence and documents security and safety measures at all stages of movement processing. Control proper filing and record keeping of movement files in compliance with IOM instructions. Supervise and ensure transit movements from Syria are processed and assisted, and coordinated with the field office and airport team. Perform other duties as may be assigned.