Operations Assistant – Movements (4 Positions)

Under the overall supervision of the Chief of Mission, direct supervision of the Operations Officer, and in close coordination with Senior Operations Assistant, the successful candidate will be responsible for providing necessary support to operational/movement functions of IOM Beirut Operations Department Receive and handle booking requests from resettlement countries, IOM missions and self-paying migrants for concise or limited caseloads, and individual requests.  In coordination with senior staff, provide travel arrangements by making use of IOM institutional applications, including Amadeus and MiMOSA, in accordance with procedures, SOPs and airline agreements. Support colleagues working on more complex or bigger caseloads with checking and reviewing name lists and tickets as provided by airlines; checking travel documents and visa; providing travel briefings to refugees; etc. Communicate travel arrangements and requirements to refugees and other migrants and address any inquiries they may have. Undertake correct data entry and registration in MiMOSA for the recording of travel arrangements and costs in compliance with IOM SOPs and share information through ABNs in a timely manner. Inform other IOM offices as well as external partners, incl. UNHCR, Embassies and RSC of travel arrangements, and receive and distribute travel packets, travel documents and visa for the purpose of resettlement. Organize ground transportation movements for refugees with the field offices for the purpose of interview or embassy appointments and international departures. Complete visa applications as and when applicable and collect relevant documentation from refugees for the purpose of exit permit procedures. Prepare 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 if applicable. Maintain proper files for each movement incl. copies of documents, supportive documentation and other relevant correspondence.  Provide general support to the operations department. Perform other duties as may be assigned.