Posting Title:TRAVEL ASSISTANT, G6
Job Code Title:TRAVEL ASSISTANT
Department/Office:United Nations Office at Nairobi
Duty Station:NAIROBI; NAIROBI;
Posting Period:13 February 2020 – 13 March 2020
Job Opening Number:20-Administration-UNON-128488-R-Nairobi (X)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Nairobi duty station, the Travel, Shipping & Visa Unit (TSVU) within Central Support Services of the Division of Administrative Services, UNON. The incumbent reports to the supervisor of the unit and to the Chief, Travel, Shipping and Visa Unit. Within delegated authority, the Travel Assistant will be responsible for ensuring, or carrying out the following duties:

Responsibilities

1. Process Travel Authorizations:
•Provides information to staff members and delegations on entitlements, policy and procedures on official travel, removal of personal effects arrangements in accordance with governing rules and regulations.
•Review travel and shipment requests in Umoja to ensure conformity with applicable rules.
•Calculates airfares and constructs itineraries for staff and dependents, delegations and non-staff (consultants, meeting participants and contractors) traveling on official business in line with the most economical and direct route.
•Liaises with contracted travel agency on complex itineraries and issuance of tickets.
•Approves travel and shipment authorizations including amendments.
•Calculates and records lump-sum entitlements.
•Request and record refunds in Umoja.
•Perform partial and complete cancellation of Travel Request in Umoja, if applicable
•Process expense reports that are routed to travel unit in accordance with rules and regulations.
•Co-ordinates arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices.
•Provides Umoja support on travel related issues to staff members. .
•Provides guidance to Travel Assistants on technical itinerary, flight and fare issues.
•Assists the Unit supervisor in the facilitation of travel for senior executives.

2. Lead Team of Travel Assistants:
•With support of Unit supervisor, coordinate approval of travel requests among a team.
•Provide guidance and plan for workload distribution among the team.
•Provide feedback and guidance from the team to the Unit supervisor and the Chief, TSVU, on complex travel issues and client orientation.
•Provides escalated client support and diffuses conflict situations.
3. Support the maintenance of travel, shipping and visas databases and generate reports:
•Using SAP Business Intelligence reports, compile and generate statistics on unit performance on a regular basis and as required.
•Audit reports from the Travel Agent to ensure proper fare calculation and discount application.
•Advise the Unit supervisor and Chief, TSVU on improvements on data collection and reporting.
•Support the development and maintenance of TSVU databases in network and cloud-based environments.
4. Other Functions:
•Provides advice and outreach to clients on best practices and trains staff on UN Travel Policy and the use of the Umoja ERP.
•Provides support for emergency travel service in conjunction with travel agent.
•Performs ad-hoc assignments as necessary.

Competencies

Professionalism: Knowledge and understanding of international travel and transportation related processing requirements including airlines and airfreight tariffs, rules and regulations governing official travel, travel entitlements and claims. Ability to work with figures. Ability to recognize and act in the face of conflicting priorities. Ability to multi-task; 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork: 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.

Education

High school diploma or equivalent is required. 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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal
Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Work Experience

A minimum of seven (7) years’ of progressive and relevant work experience in travel administration, including travel rate construction, routing, and travel reimbursement, or related area is required.
Experience using the GDS (global distribution system), Amadeus is required.
Three (3) years of working experience in the UN system or an international organization is desirable.
Experience in working with an ERP (enterprise resource planning) system, such as SAP (system applications and products) is desirable.
Experience creating and maintaining databases and data entry applications (such as Microsoft Office 365 and Microsoft Access) is desirable.
Experience arranging travel for senior management (such as political appointees or senior executives) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required; and [‘fluency’ or ‘knowledge’] of French is [‘desirable’ or ’an advantage’]. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this post is for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

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.

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.


No Fee

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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