Operations Assistant (Movements)

Under the overall supervision of the Head of Office and direct supervision of the Sr. Operations Officer, the successful candidate will be responsible for providing necessary support to operational/movement functions of IOM Beirut mission and hub/satellite offices.     Receive and handle booking requests from resettlement countries, IOM missions and self-paying migrants including group booking requests. Plan and organize various caseloads under own responsibility to ensure timely processing and departures. Organize travel arrangements by making use of IOM institutional applications, including Amadeus and MiMOSA, in accordance with procedures, SOPs and airline agreements. Coordinate and liaise with other IOM offices as well as external partners, incl. UNHCR, Embassies and RSC on travel arrangements, travel documents and exit procedures for the purpose of resettlement. Communicate travel arrangements and requirements to refugees and other migrants and address any inquiries they may have. Ensure proper data entry and registration in MiMOSA and iGATOR for the recording of travel arrangements and tickets in compliance with IOM SOPs and share information through ABNs in a timely manner. Communicate and coordinate ground transportation movements for refugees with the field offices for the purpose of interview or embassy appointments and international departures. Organize overnight accommodation for refugees if and as required in coordination with Procurement and field offices. Communicate and follow up with the airlines on bookings, name lists and ticket issuance for movements, and changes or refund of tickets as applicable. Ensure all relevant documents for refugees are prepared for travel, including IOM bags, travel packets and/or travel documents, exit cards, and Promissory Notes or Warrants as applicable. Follow up with other departments regarding costs related to movements and register accordingly. Prepare and calculate overview of costs for individual cases for the purposes of self-payer contributions, warrants or promissory notes and ensure timely processing.   Maintain proper files for each movement incl. copies of documents, supportive documentation and other relevant correspondence.    Participate in discussions on procedures and practices to improve the efficiency of process delivery Provide guidance and training to new/junior staff. Perform other duties as may be assigned.