Intern - Staff Travel

Vacancy: IOMKE/VN/11/2013 Position title: Intern - Staff Travel Position grade: Remunerated Intern Duty station:Nairobi.
Job family:Staff Travel Organizational unit:Operations Position number :1 Reporting directly to:  Head of Operations Overall supervision by: Operations Officer

II. Organizational Context and Scope The primary function of the Operations Staff Travel Unit is to support the Organization to provide support for staff members and consultants for Duty Travel under the auspices of the Organization.


III. Responsibilities and Accountabilities 1) General Functions Working under the overall supervision of the Regional Director, the general supervision of the Head of Operations and the direct supervision of the Operations Officer, the Intern will provide support to the Staff Travel Team. She/he will do in close consultation with relevant partners and colleagues of the IOM Nairobi Regional Office.

2) Essential Functions include: 1. Make airline reservations using the Amadeus reservation system in accordance with staff travel regulations. 2. Provide efficient service to staff by advising on availabilities, best routings and air fare information as per carriers with which IOM has agreements. 3. Confirm bookings with staff and provide detailed itineraries and electronic tickets where applicable. 4. Provide relevant information to staff (e.g. vaccination and visa requirements) and update travel logs and reports. 5. Maintain and update continuously client files. 6. Make entries into IOM data base as required following the Standard Operating Procedures (SOPs). 7. Update pre-flight files ensuring all necessary documents are requested for and included in the file. 8. Track all staff travel bookings and ensure required information is updated in the various travel management tools. 9. Perform any other duties that may be assigned.

IV. Competencies The incumbent is expected to demonstrate the following technical and behavioral competencies.

Behavioural Accountability - accepts and gives constructive criticism; follows all relevant procedures, processes, and policies; meets deadline, cost, and quality requirements for outputs; monitors own work to correct errors; takes responsibility for meeting commitments and for any shortcomings.

Client Orientation - identifies the immediate and peripheral clients of own work. Continuous Learning - contributes to colleagues' learning; demonstrates interest in improving relevant skills; demonstrates interest in acquiring skills relevant to other functional areas.

Communication - actively shares relevant information; writes clearly and effectively, adapting wording and style to the intended audience; listens effectively and communicates clearly, adapting delivery to the audience.

Performance Management - provides constructive feedback to colleagues.

Professionalism - masters subject matter related to responsibilities; identifies issues, opportunities, and risks central to responsibilities; incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; persistent, calm, and polite in the face of challenges and stress; treats all colleagues with respect and dignity; works effectively with people from different cultures by adapting to relevant cultural contexts; knowledgeable about and promotes IOM core mandate and migration solutions.

Teamwork - actively contributes to an effective, collegial, and agreeable team environment; contributes to, and follows team objectives; gives credit where credit is due; seeks input and feedback from others; actively supports and implements final group decisions.

Technical a. Basic Knowledge of Computer Reservation System –Preferably Amadeus or Galileo Basic Fare Search and Quotation Skills.

V. Education and Experience a. Advanced IATA Diploma. b. Basic work experience in Airline or Travel Agency. c. Competency in Microsoft Office programs including Outlook. d. Excellent communication and analytical skills. e. Computer skills: MS Office (Outlook, Access and Excel), f. Able to work, independently in stressful conditions, dynamic and results driven.
VI. Languages Required English
Mode of Application: Submit applications’ cover letter and updated CVs, including daytime telephone or e-mail contact to:

Human Resources Department, International Organization for Migration (IOM), P.O. Box 55040 – 00200, Nairobi, Kenya or send via e-mail to hrnairobi@iom.int. CLOSING DATE: 17th April 2013