Travel and Administrative Assistant

Position Title : Travel and Administrative Assistant

Duty Station : IOM Philippines Country Office

Classification : General Service Staff, G-4

Type of Appointment : Special short-term graded, six months with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 20 September 2022

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the general supervision of the Programme Manager and the direct supervision of the National Project Officer under the Protection Division, the Administrative Assistant is responsible for providing assistance in accomplishing various tasks related to issuance and payment of air tickets and facilitation of visa application for clients and IOM staff undertaking international and domestic official duty travel. Further, the successful candidate will be undertaking operational assistance and providing administrative and logistical support to the Protection Division.

Core Functions / Responsibilities:

1. Staff Travel
   • Make arrangements for all domestic and international travels undertaken by staff members, consultants and other non-IOM persons traveling at IOM expense
   • Liase with foreign embassies/consulates to expedite visa application processing of IOM and non-IOM applicants
   • Assist in the booking and request ticket issuance using IOM Global Fare arrangement whenever applicable while assisting in coordinating the issuance of tickets with the travel agency and airline
   • Facilitate the verification of ticket invoice and creation of Ticket Order Record (TOR) in Integrated Global Airline Ticket Order Record (IGATOR) for all requested tickets for payment in PRISM Financials
   • Ensure rebooking, refunds, personal charges, service fees, and other amendments are reflected accurately in the TOR prior to updating ticket status to generate Purchase Order records in the Processes Resources Integrated Systems Management (PRISM)
   • Regularly review and check accuracy of IGATOR entries against PRISM, ticket invoices, and the Mission Staff Travel Masterfile
   • Prepare request for payment of verified ticket invoices as recorded in IGATOR and coordinate closely with supply chain and finance team
2. Other administrative support
   • Facilitate requests and monitor accounts for the COVID-19 testing arrangement between IOM and the Philippine Red Cross
   • Consolidate and submit monthly service fees for completed operations
   • Provide logistical and administrative support for events through coordination and booking of venue, preparation of Letters of Invitation, and onsite assistance, among others
   • Maintain records, statistical reports and databases, and other documentation of operations of the Protection Division
   • Provide other administrative support for Migration Management Unit, as required
3. Movement Operations
   • Assist in facilitating visa and other travel documentation requirements for clients
   • Arrange for accommodation and onward transportation of arriving clients as needed
   • Support monitoring of clients through conduct of phone surveys and recording responses in MiMOSA
4. Perform any other duties that may be assigned

Required Qualifications and Experience

Education

• University degree in international studies, social sciences, administration, or any related field from an accredited academic institution, with two years of relevant professional experience in the various fields of ticketing and travel assistance; or
• Completed high school degree from an accredited academic institution, with four years of relevant professional experience

Experience

• Experience in ticketing, airport and/or consular liaison, and movement arrangements
• Experience in operational aspects of migrant protection is a strong advantage

Skills

• Working knowledge of the Global Distribution System, preferably the Amadeus reservation system
• Excellent coordination and communication skills
• Excellent organizational skills, attention to details, sense of responsibility, and teamwork

Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English (oral and written) and Tagalog is required. Working knowledge of a second official UN language or major Filipino dialects (i.e. Bisaya) is desirable.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

The candidate is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link. Competencies will be assessed during a competency-based interview.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.