Operations Assistant - Beirut Office

Under the overall supervision of the Chief of Mission, direct supervision of the Operations Officer and in close coordination with the Senior Operations Assistant, the incumbent will perform the following functions:
1. To notify Migrants/Refugees about their travel details, time (ABN), date and coordinate with the field office that refugees/migrant and proceed with exit formalities;
2. To gather all the required and valid documentations from UNHCR or the migrant/refugees themselves in order to prepare the exit formalities with the Lebanese General Security Department;
3. Coordinate and make sure that all documents and forms for the exit visa process that are required by the local authorities are completed and given on time to the General Security Department for their departure out of the country;
4. Inform your direct supervisor if you the Migrants/Refugees do not have the appropriate documents for the exit visa process so that we can inform all parties’ concerned (Local authorities, ICRC, UNHCR) in order to continue the exit formalities process;
5. Make sure that the deadline for the exit formalities are done on time according to the General Security Department and follow at all times that the documents are indeed being processed according the to the departure schedule;
6. Assist in completing all pre-Departure work (i.e. manifests, Customs Forms, Ticketing,) according to projects’ and IOM guidelines;
7. Follow-up each submissions for exit formalities with the General Security Department and inform your direct supervisor if there is any complications or delays in the submission of exit permits or denial of cases by the General Security Department;
8. Liaise with the IOM medical department that both Migrants/Refugees have received their appointment either for Medical Assessment or vaccination and make sure that the refugees have the medical document completed prior their departure;
9. Ensure that travel packets, transportation letters and any other relevant documentation are included in each properly marked IOM plastic bag according to the ABN;
10. Maintain pro-flight files of all pre-departure information including all necessary supporting documents (i.e. photocopies of tickets, relevant travel requests, ABNs) to be coordinated with the post-departure unit;
11. Provide travel details for refugees before departure;
12. Answer refugees’ enquiries over the phone and when approaching the office for more details;
13. Perform other related duties as assigned;