|Posting Title:||TRAVEL ASSISTANT (2 posts), G4|
|Job Code Title:||TRAVEL ASSISTANT|
|Department/Office:||United Nations Office at Geneva|
|Posting Period:||23 September 2020 – 22 October 2020|
|Job Opening Number:||20-Administration-UNOG-140373-R-Geneva (R)|
Org. Setting and Reporting
These posts are located in the Travel and Logistics Unit of the Purchase and Transportation Section, Central Support Services, Division of Administration, United Nations Office at Geneva.
Under the supervision of the Supervisor of the Diplomatic and Client Services Sub-unit, the incumbent shall undertake the following tasks:
UNLP and UN and FAMILY CERTIFICATE PROCESSING
•Receive/open incoming mail containing applications for UN travel documents and register them in the system.
•Verify the completeness and accuracy of received applications
•Promptly follow-up with the relevant organization or staff members if additional information is required, and communicate with the relevant organization or staff members in the event of routine client service situations.
•Process UN travel documents in a timely manner, in accordance with the relevant Service Level Agreements and Memoranda of Understanding.
•Apply the appropriate level of care to ensure documents’ accuracy and compliance with standards of the International Civil Aviation Organization (ICAO).
•Promptly deposit the issued documents for client pick-up, or prepare them for mail dispatch and ensure that the shipment is sent.
•Act as focal point for assigned client organisations.
•Support and follow-up on requests from client organizations (including providing updates, explaining potential issues, clarifying rules, etc.
•Perform quality checks on data entry and final documents.
•Participate in quality check and approval mechanisms.
•Communicate with relevant organizations/staff members in challenging client service situations.
•Assist the Chief/Supervisor in resolving any challenging or complex client service situations.
DIPLOMATIC PRIVILEGES and ENTITLEMENTS PROCESSING
•Provide accurate and helpful advice to staff regarding their diplomatic privileges/entitlements (face-to-face, telephone, email), and assist in related briefings, including answering Helpdesk queries.
•Verify and register received applications for new/renewed permanent and temporary petrol cards, promptly follow up with the requestors/focal points/Shell contacts for any clarifications, and inform the requestors and distribute the cards upon receipt.
•Send the weekly reports to Shell for issuance/cancellation of the cards.
•Prepare the requested forms, and verify them before stamping and signing them.
•Assist in verifying and processing any received yearly reimbursement files for value-added tax (VAT).
•Verify the filled-in CD plate request forms, stamp them and prepare them for further processing.
•Provide advice on the importation and car registration process.
•Liaise with Swiss customs on matters related to car importations.
•Print and review Notes Verbales.
•Promptly issue standard visa attestations when required.
•Forward applications for USA G4 visas, consultant visas, and special cases (high-level
officials or emergencies) to the appropriate receiving embassy/consulate.
•Provide advice regarding routine cases, where required, in communication with the visa subcontractor.
•Liaise with the Swiss mission on visa matters, as required.
•Ensure documents under one’s area of responsibility are up to date and appropriately filed in Unite Docs.
•Assist the chief and supervisor of the Sub-unit on special projects, as required.
•Act as back-up to other team members as required.
•Participate in the shift rotations of the Client Support Centre.
•Respond to client’ mail in Ineed.
•Knowledge of diplomatic privileges and UN travel documents (i.e UN Laissez-Passer, UN Family certificate, UN certificate).
•Shows pride in work and in achievements.
•Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns.
•Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
•Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
•Works collaboratively with colleagues to achieve organizational goals.
•Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others.
•Places team agenda before personal agenda.
•Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.
•Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Client Orientation :
•Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view.
•Establishes and maintains productive partnerships with clients by gaining their trust and respect.
•Identifies clients’ needs and matches them to appropriate solutions.
•Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
•Keeps clients informed of progress or setbacks in projects.
•Meets timeline for delivery of products or services to client.
High school diploma or equivalent.
A minimum of three (3) years of progressive work experience in administration services is required.
Experience in the area of official travel and visa services is desirable.
Customer Service experience is desirable.
Experience working within the United Nations Common System is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French and knowledge of the other is required.
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test (ASAT) in French or English at the United Nations headquarters, United Nations Office at Geneva, United Nations Office at Vienna, Economic Commission for Africa, Economic and Social Commission for Western Asia, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
Vacancies at G1-G4 levels are open to both internal and external candidates, including staff members on temporary appointments. However, priority consideration will be given to existing serving staff members. New external candidates will only be considered when a serving staff member holding a Fixed-Term or Temporary Appointment at the time of application cannot be identified.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Above texts are copied from United Nations Official Web Page (careers.un.org)
Copyright 2020 United Nations. All rights reserved
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