Administrative/ Travel Associate

• Adhere to UN and UNOCHA travel rules and procedures on issuing tickets to staff members according to the new T&E Module
• Raise Travel Requests in UMOJA.
• Process of cost-recovery bills for the travel services/UNHAS provided by UNOCHA UNDP to other UN agencies and INGOs.
• Work with contracted travel agents to ensure the provision of high-quality professional service and the most competitive fares, when needed.
• Issue travel tickets to UNOCHA staff and other travelers and make sure that UNHAS and the travel agents’ payments are settled by the Finance Unit on a timely basis.
• Provide traveling staff with travel-related information, entitlements, and travel literary.
• Process travel authorization and travel claims in line with travel entitlements for staff, consultants, UNVs, UN missions, and visitors and ensure that the travel arrangement follows the UN and UNOCHA rules and regulations.
• Provide the information for the concerned focal points to arrange for accommodation, airport pick-up, and drop off for new staff, visiting UNOCHA-Yemen.
• Prepare welcome files and kits, and make sure that mobile phones and sim cards for new staff, visiting UNOCHA officials, consultants, and advisors are prepared and delivered to them upon their arrival and withdrawn upon their departure.
• Prepare and issue requisitions and correspondence to UNHAS and the authorities to obtain movement and travel clearances.
• Reconciliation of UNHAS payments with Finance Unit;
• Ensure that travelers are well-informed of any changes to their travel itineraries.
• Ensure that management and security are kept informed of all incoming and outgoing missions and staff on a regular basis.
• Perform any other travel duties as requested by HoU.

General Administration & Logistics 

2. Provide support for effective administrative and financial control in the country office.

• Assist in and provide inputs to the preparation of the unit budget. 
• Maintain administrative control records such as commitments and expenditures. 
• Review, verify, and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations. 
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in the system. Travel claims and other entitlements are duly processed. 
• Coordinates with the various Consulates and the host government Ministries of Foreign Affairs regarding the provision of transit visas and resident visas respectively. 
• arrangements of travel and hotel reservations, preparation of travel authorizations, and processing requests for visas, identity cards, and other documents. 
• Administrative support to conferences, workshops, and retreats. Organize and coordinate seminars, conferences, and translations. 
• Creates, monitors, and reviews travel requests and expense reports. Review supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Rules and in coordination with the Associate Administrative Officer. 
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. 
• Physical space planning and identification of office technology needs and maintenance of equipment, software, and systems in coordination with OCHA IT person. 
• Provision of support to the maintenance of common premises and common services. 
•  Maintenance of records on assets management, and preparation of reports.
• Serves as a communications link between supervisor and senior staff; on behalf of the supervisor, keeps others informed by conveying directives, reports, status updates, and other relevant information; brings sensitive and urgent matters to the attention of the manager. 
• Takes full responsibility for time management and scheduling on behalf of the manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager's attention and refers others to relevant officer for appropriate disposition; monitors and follows up on actions to be taken. 
• Researches, compiles, and summarizes background materials for use in the preparation of reports, briefs, speeches, etc. Scan reports from specialized agencies, as well as newspapers, magazines, periodicals, and other information sources to identify articles of interest to the manager. 
• Independently handles a wide range of complex information requests and inquiries {e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. 
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution. 
• Drafts routine correspondence to respond to inquiries with respect to relevant administrative, financial, and personnel matters. 
• Provision of administrative and logistical support.
• The focal point for the appropriate filing of relevant documents or copies, submission of appropriate documents to UNDP or OCHA HQ, ensure registration in the relevant records. 
• Ensures office files (chrono in/out file, HR, Finance, payments, various manuals, training, UN Circulars, etc.) are maintained accurately.  
• Ensure adequate office supplies in the main office and maintain a system for allocation and tracking. 
• Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit for management of conference room.
• Reviews, records, routes, and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required. 
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply, and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.). 
• Interaction with Visitors and representatives of Government, UN other international organizations. 

 Procurement functions and Donors Relations 

3. Support travel and associated activities for staff and clients. 

• Performs LVAs (Low Value Acquisition) with respect to UN procurement/Financial rules and regulations using UMOJA and maintaining regular contacts with HQ for follow up till the process is completed. 
• Raise LVA PO. Service Entry Sheet, Shopping Cart in Umoja
• Assist in the procurement of services, such as meeting organizations, acquisition of office items, etc.
• Assist in the preparation and management of Donors relations such as: Being the focal point for meeting coordination, preparation of meetings agenda and venue, sending invitations and outcomes, and building an updated donor list for future communications. 

Knowledge Sharing  

4. Support knowledge building and sharing in the Country Office

• Provide training on operations matters to office support staff and asset management focal points engaged in the conduct of physical inventory.
• Provide sound contributions to knowledge networks and communities of practice with respect to general administration, finance-related, and government liaison 

Other Duties 

• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.