Operations Assistant – Movements Gsd Focal Point

Under the overall supervision of the Head of Office, direct supervision of the Senior Operations Officer and in close coordination with the Senior Operations Assistant, the incumbent will perform the following functions   Serve as focal point of the Operations Department for General Security Department. In charge of daily communications and exchange of information with GSD on all matters related to exit permissions for the purpose of resettlement.   Liaise with UNHCR on name lists and travel documentation of refugees referred for resettlement by UNHCR, and follow up on individual cases.   Prepare and distribute manifests and arrange schedules of exit permit process to ensure time preparations and submissions of exit permit requests.    Ensure that all visa, documents and GSD applications of refugees are duly completed and submitted to GSD.   Monitor on daily basis the flight schedule and ensure that all exit permits requests are in process in coordination with the country focal points in the department.   Monitor progress with GSD on exit permit submissions and report back to country focal points and the Operations Officers on any issues or concerns.   Monitor incoming travel documents from embassies and follow up as required with the embassy concerned to ensure documents are delivered within the agreed deadline. Liaise and coordinate with field offices regarding collection of documents for submission and/or other appointments. Maintain proper tracking sheets and schedules to ensure timely submissions and follow up. Ensure proper filing of documentation relating to exit permits. Inform internal and external partners of possible issues on exit formalities and finding the appropriate solution for the safe departure of refugees and other migrants. Oversee junior staff and make sure that all documents that are to be submitted either for travel documents/visa to various embassies or for exit formalities are correct and delivered in a timely manner. Receive and address refugees’ inquiries, particularly related to exit permit procedures and ensure they are well-informed about the process. Provide other counselling and/or information to refugees as required. Support the Operations Department with (pre-)departure and travel arrangements as required, including generating and distributing ABNs and coordination with UNCHR and embassies. 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 that may be assigned