Business Support Assistant (Aviation)

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

Responsibilities:

The Business Support Assistant (Air-Movement) works under the direct and technical supervision and guidance of the Aviation Associate and/or Aviation Officer. The incumbent will be responsible to provide adequate assistance to the entire operation at the field level in terms of aircraft operation, passenger, cargo/baggage/pouch handling, safety oversight, administrative, E-FMA and reporting issue related. He/she shall also be replacing the Aviation Associate and running the operations during his/her absence.

Flight Operations:

• Extract passenger manifest from E-FMA and prepare all sorts of flight related packages.
• Make sure UNHAS Check-in Counter is open 90 minutes prior to the flight departure.
• Make sure all passengers are in possession of valid flight related documentation such as
• valid photo agency ID card, flight ticket etc while reporting at the check-in counter.
• Make sure the Check-in Counter is closed 30 minutes prior to the aircraft departure. This
• shall allow and ensure UNHAS staff focus on the proper aircraft handling before arrival
• and after landing.
• Maintain constant responsiveness and vigilance of aviation sites and ensure good
• understanding of the nature of your respective region/airfield published through NOTAMs
• and checking aviation weather sites as well as other related sites used routinely.

Booking, Handling Documents and Load Control

• Receive booking Request from agency focal points and book cargo and make relevant
• entries in the Takeflite/eFMA;
• Prepare, sign, distribute and clear as appropriate, documents such as loading
• instructions, load sheets, balance charts, manifests, etc., in accordance with local and
• international regulations or as reasonably required by the aircraft; and
• Compile and dispatch statistics, returns and reports in accordance with procedures, rules
• and regulations and perform manifest correction and updates through Takeflite/eFMA.

Passenger & Baggage Handling:

• Passengers boarding usually starts 30 minutes prior to departure, coordinate boarding
• with the respective crew.
• Load/off-load and transport the checked baggage from the baggage check-in position to
• the aircraft and vice-versa.
• Ensure the correct usage of boarding passes, baggage, cargo labelling and tagging.
• Deal with loss, found and damaged property and report such irregularities.
• Notify the Aviation Associate or AO/CATO of complaints/claims made by passengers.
• Assist passengers requiring special attention, e.g. physically challenged passengers, MEDEVAC/CASEVAC cases. Etc.
• Head check/count of passengers upon embarkation (count to be compared with passenger manifest and general declaration);

Cargo Loading:

• Coordinate and communicate cargo loading with the respective crew members while cargo/baggage loading is taking place. Make sure the loading/off-loading is taking place in the presence of the respective crew members (PIC or 1st Officer) if Aviation Associate is on leave.

Reporting:

• Submit the corrected/actual passengers manifest to AO after the flight dispatch.
• Maintain constant and close communications with Air Operations Coordination Centre (AOCC) and the Amigo Base (UNHAS Radio Base) on the flight days.
• Provide weather report/observation, security situation update, airfield condition and Jet A1 fuel availability before the departure of the flight from Kabul if Aviation Associate is on leave.

Customer Service:

• Send/share passengers flight tickets with the respective agencies' focal points.
• Provide and communicate in a timely manner the booking confirmation, flight schedule changes, cargo/pouch notifications etc to all concerned agencies.
• Make sure all concerned agencies focal points are aware of any changes with respect to the procedures.

Fuelling:

• Monitor the aircraft refuelling to ensure the right quantities and quality are invoiced all safety procedures as well are in place.
• Ensure the fuel truck maintains enough distance from the aircraft while refuelling.
• Ensure the fuel testing is performed by the respective crew or in the presence of the respective crew prior refuelling (water detecting capsules shall be used for water contamination testing);
• Ensure the refuelling process is performed in the presence of the respective crew.
• Ensure good follow up and coordination with the Jet A1/TS1 fuel supplier(s) on the part of fuel availability.

Admin/Finance:

• Ensure comprehensive filing and reporting of flight operations data.
• Keep updated the UNHAS library, directive, safety advisories and quality assurance recommendations, in order to support the staff skills and knowledge and guidance for daily reference, these documents include but are not limited to, SOPs, ICAO Annexes 1- 18 and Documents, ATM, ASM, including all general aviation information, daily NOTAMs and weather information.
• Ensure handover notes in written shared with replacement colleague, detailing all aspects of the operation.

Safety:

• As safety comes first in aviation, make sure adequate amount of attention is deposited to safety in the ramp at all times.
• Make sure adequate number of unexpired fire extinguishers are located at the designated spots as per safety rules to guarantee 100% safe and secure operations at the ramp all times.
• Removal and collecting FODs is not an individual responsibility but needs the efforts of every single aviator. Make sure the ramp, especially the spot where UNHAS Air-fleet is parked are FOD-free area. In case of cleaning, initiate efforts and clear the area out of FODs with the assistance of UNHAS Helpers.
• Make sure adequate number of staff (ground handlers) are present as per their nature of responsibility and avoid the presence of excessive personnel at ramps.
• Inspect cargo/baggage/pouch properly and ensure no hazardous material, contraband or illegal substances are transported.
• Ensure safety measures and procedures are followed in the vicinity of aircraft.
• Conduct security checks of passengers and their luggage, cargo and pouch at the airport.
• Controlling passengers on the ramp to avoid safety problems.
• Carry out any additional duties as directed by AO/CATO.

STANDARD MINIMUM QUALIFICATIONS:
Education: Completion of secondary school education.
Experience: Minimum 4 years of experience in aviation industry or in passenger and cargo transportation fields.
Language: Fluency (level C) in English and fluency in both oral and written communication in local languages (Pashto/Dari)

Skills and Competencies:

• Ability to perform precise and detailed work and handle a large volume of tasks quickly
and accurately with a minimum of supervision.
• Computer utilization literacy.
• Ability to work in a team, under tight deadlines or in emergency situations.
• Prompt information sharing as well as technical action plan and compliance to the
existing procedures are vital.

Desirable Knowledge and Skills: Advanced knowledge of UN and WFP Corporate policies,
as well as UNHAS, ICAO regulations, policies, rules and procedures in the area of work.
specific applications (EFMA, Indigo Sat track etc.) utilization literacy.

This vacancy announcement is for Afghan nationals only and WFP encourages especially Afghan females and Afghans with disabilities to apply.

Please copy and paste the following link into the web browser in order to apply for this position:

https://wd3.myworkdaysite.com/recruiting/wfp/job_openings/job/Mazar-I-Sharif-AfghanistanThe-Islamic-Re/Business-Support-Assistant--Aviation----G4_JR124647