Aviation Assistant SC5 at World Food Programme (WFP)

Job holders typically specialize in either air transport or air movement, and at this level they work under minimal supervision taking responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend straightforward courses of action to staff and may allocate tasks and support other staff. To perform a range of coordination and administrative activities that contribute to the safe and effective air service to the humanitarian community.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):

• Prepare, sign, distribute and clear as appropriate, documents, loading instructions, passenger and cargo manifests and DFS, in accordance with local and international regulations or as reasonably required.
• Compile and share with Aviation Officer, Weekly Maiduguri dispatch statistics (on time performance) and situation Report (SITREP) by Friday evening of every week and bi –monthly uplifted fuel reports.
• Supervise helpers in the weight and tagging of checked baggage and unchecked luggage, conveyance of the baggage to and from the aircraft and loading /off-loading of passenger baggage.
• Notify the aviation Officer of complaints/claims made by passengers to include missing luggage, poor service.
• Inform passengers about time of arrival and /or departure and check-in time at least a working day before the flight.
• Ensure all cargo is properly packed, closed/sealed besides labelled, marked, and coordinate the same with the Customers.
• Book Passenger and cargo in Take Flite application and issue cargo and passenger manifests as directed by the supervisor.
• Monitor and ensure that actual weight of loaded cargo corresponds to the cargo manifests and/or AWBs.
• Coordinate movement of cargo with the relevant stakeholders in order to ensure that cargo is delivered to aircraft in time for loading in order to guarantee on time flight departure.
• Monitor and record a/c actual movement times and ATD/ATA for AUR verification.
• In coordination with supervisor periodically, review adequacy of the cargo storage and weighing arrangements for WFP Logistics, Log Cluster and other stakeholders, as applicable.
• In relation to dangerous goods, ensure all cargo meets requirements for transportation of dangerous goods as laid out in ICAO Technical instructions on transportation of dangerous goods by air/ IATA DANGEROUS GOODS REGULATIONS. In relation to other cargo requiring special handling, ensure laid out procedures, rules and regulations are adhered to.
• Ensure required documentation on outbound passenger and cargo (Cargo manifests/ dangerous goods declarations e.t.c) is prepared/completed and presented to flight crew in good time.
• Ensure all the required pre-departure clearances and information from the relevant Airport/ Customs/Security and other collaborating agencies are obtained before flight departure.
• Ensure all post loading documentation is completed and filed.
• In consultation with the aircraft operator/crew load and off load cargo into and out of aircraft, besides supervise, direct and mentor cargo loading/offloading staff.
• Update service users on cargo not transported and reasons thereof giving them the way forward.
• Receive inbound/outbound cargo and related documentation from aircraft crew and arrange for safe storage of the same before it is handed over to the consignee.
• Keep records of all dispatched and received passengers and cargo.
• Prepare statistics on both dispatched and received passengers and cargo.
• Enforce safety and security rules and procedures applicable around aircraft on ground at the airport when loading/unloading and report breaches of the same to the relevant authorities/supervisor.
• Perform any other duties relevant to airport/flight operations as directed by the supervisor.

QUALIFICATIONS AND EXPERIENCE

• Education: Completion of a bachelor's degree in business/public administration, Engineering, Aviation Management, Airline Operations and Management, Airport Management, Flight Operations and Dispatch, Aviation Safety and Security, Transportation and Logistics Management or any relevant fields relating to aviation, office management and administration.
• Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.