General Functions:

Under the overall supervision of the Senior Resource Management Officer and the direct supervision of the Senior Administrative Support Associate, the incumbent will provide assistance in accomplishing various tasks related to issuance and payment of air tickets and facilitation of visa application of IOM staff undertaking international and domestic official duty travel.

Major Duties and Responsibilities:

          Make arrangements for all domestic and international travels undertaken by staff members and from other Missions, consultants and other Non-IOM Staff (i.e. refugees, staff dependents).

1. Book and request ticket issuance using IOM Global Fare arrangement whenever applicable.
2. Obtain fare approval and appropriate project codes assigned.
3. Coordinate the issuance of tickets with the travel agency and airline.
4. Facilitate verification of ticket invoice; create Ticket Order Record (TOR) in Integrated Global Airline Ticket Order Record (IGator) for all requested tickets for payment in PRISM Financials.
5. Update Ticket status for created TORs to generate Goods Receipt/ Purchase Order records in (Processes Resources Integrated Systems Management) PRISM.
6. Prepare request for payments (RFP) for visa fees, airline rebooking fees, tickets purchased from the travel agency and hotel invoices and ensure proper documentations and approvals.
7. Assist in all travel-related payments with Accounts Payable unit.
8. Assist and report about refunds for all unused tickets.
9. Follow up and utilize Staff Travel Action Plan to support smooth processing of travel requests and within the policies stipulated in the Travel Instructions.
10. Assist in maintaining regular statistical log and reports on numbers of passengers, air carriers, ticket purchases, etc.
11. Serve as a principal back-up for Common Services Unit when needed.
12. Assist Manila Operations Unit in various operational activities when needed.
13. Assist in operational and administrative support and assistance in coordinating with government officials and other units within IOM in organizing travel arrangements for government officials, delegation from other countries, and other officials attending conferences and workshops when needed.
14. Perform other functions as may be required.

Required Qualifications:

Education:

• University degree in Tourism or any related field from an accredited academic institution, with two years of relevant professional experience from the travel industry preferably airlines or travel agencies; or
• Completed High School degree from an accredited academic institution, with four years of relevant professional experience.

Experience:

• Experience from travel industry preferably airlines or travel agencies.
• Work experience gained in airlines or travel agencies;
• Working knowledge of the Amadeus computer reservation system;
• High level of computer literacy.
• High level of customer service orientation gained from working in the travel industry;
• Experience in any multicultural organization and or UN system an advantage
• High level of customer service orientation gained from working in the travel industry;
• Working knowledge of the Amadeus computer reservation system;
• High level of computer literacy.

Languages:

• Fluency in English is required.
• Working knowledge of Spanish and/or French is advantageous.

Required Competencies

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

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 – behavioral indicators level 1

• Teamwork:U 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.

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, accreditation, any residency or visa requirements, and security clearances.

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.

This is a local position and applications from candidates for non-Turkish citizens holding a valid residence permit residing in Türkiye might be considered.

How to Apply:

Interested candidates are requested to submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating name of the position applied with its VN number in the subject line of the e-mail to 28TUiomtrjobs@iom.intU28T or to IOM Birlik Mahallesi Sehit Kurbani Akboga Sok. No:24 06610, Çankaya, Ankara Türkiye by the end of 15 August 2024.

Please note that only shortlisted candidates will be contacted.