TRAVEL AND PROTOCOL ASSISTANT

The United Nations Office for West Africa and the Sahel (UNOWAS) is entrusted with the overall mandate of enhancing the contributions of the UN towards the achievement of peace and security in West Africa and the Sahel. It engages in preventive diplomacy, good offices and political mediation and facilitation in countries in West Africa and the Sahel. This position is located in the Mission Support Section. The Travel and Protocol Assistant will report to the Chief Human Resources Officer.

Under the guidance and supervision of the Chief Human Resource Officer, the incumbent is responsible for the following: Travel Administration • Review and approve all the mission non-commercial travel authorizations, support official travel transactions as submitted by mission staff, and official shipments of personnel effects in conformity and adherence to applicable rules and policies, • Review expense reports routed in UMOJA to the Travel Unit to establish reimbursable amounts for official entitlements in conformity with Unites Nations rules prior to routing them to the Travel Claim Processor (TCP) in Umoja. • Coordinate with the relevant Business Partners or other parties regarding reimbursement of travel, which took place after the financial period was completed. Prepares amendments to existing Travel requests as and when required. • Review problematic Umoja Travel issues as requested by TSA, TCP or any ESS travel module user or approver and ensure that no claim is duplicated. • Assist staff members on Umoja ESS, troubleshoot system issues, identify challenges faced by UNOWAS staff in the processing of Travel related requests and transactions. • Monitor the processing of requests submitted to RSCE Travel Office, audit the tickets provided to UNOWAS staff members and ensure that the service provided complies with the SLA. • Act as UNOWAS travel focal point and duty officer with continuous follow-up with RSCE travel Office, keeping track of pending or incorrectly processed requests, stay alert to swiftly act for exceptional cases such as cancellations, changes in the original itinerary, or shot notice requests. Client Services • Provide continuous support to clients and assist on issues related to their official travel and the submission or approval of their travel requests or expense reports by the RSCE. • Provide training to staff members on Umoja travel solution as required. • Provide information to staff members on travel entitlements, policies, and procedures with regards to official travel, removal of personal effects, arrangements, and passport and visa requirements in accordance with governing rules and regulations. Protocol Services Provides backstopping support to the Protocol Officer and ensures continuity of protocol services in their absence: • Assists in coordinating VIP lounge arrangements at the airport for the SRSG and DSRSG, including facilitating immigration formalities, visa processing, and providing protocol and logistical support at points of entry. Ensures access to airport VIP facilities for eligible UN personnel visiting Senegal, in coordination with relevant authorities. • Assists in the processing of entry visas and extensions for non-staff personnel, including military personnel, UNPOL, UN Volunteers, and international contractors, ensuring compliance with host country requirements. • Supports the issuance and renewal of diplomatic identification cards for staff and eligible dependents, including the processing of courtesy visas and entry/exit formalities, and ensures timely and accurate handling of all related documentation. • Provides support on protocol-related administrative processes for official UN vehicles, including temporary admission, customs clearance, and the issuance of diplomatic registration plates, ensuring compliance with national regulations and established UN procedures. • Facilitate the implementation of the privileges and immunities of the Mission and its staff as far as they do not diverge from local laws, in pursuit of the protection and interests of the United Nations. • Assists in coordinating with local authorities on protocol aspects related to medical evacuations (MEDEVAC), as required.

• Professionalism: Knowledge of travel and protocol related processing policies, procedures and practices and ability to apply them in an organizational setting. Ability Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Knowledge of airline booking procedures and system related fare structures. Ability to utilize electronic booking systems. Knowledge of protocol related services, including negotiating skills. Good knowledge and experience in the application of UN Staff Rules and Regulations 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. • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • 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 is required.

A technical or vocational degree in travel management, logistics or related areas is desirable. Training in protocol services or related area is desirable.

A minimum of seven years of experience in administration including at least three years of experience in travel administration and protocol services or related area is required. Experience in processing travel requests or expense reports in an ERP system such as Umoja is desirable. Experience in the application of UN Staff Rules and Regulations in operational environment is desirable, including administration of a broad range of UN travel and protocol related issues. Experience in diagnosing, analyzing challenges and recommending solutions to issues arising from Travel Requests (TRs), Expense Reports (ERs), or Payments is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, French

and

English are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult

https://languages.un.org

for details).

.headtable { font-family: arial, sans-serif; border-collapse: collapse; width: 100%; border: 1px solid gray; border-radius: 10px; overflow: hidden; } .headTitle { font-family: Arial, Helvetica, sans-serif; font-size: 16px; font-weight: bold; /*color: rgb(65, 98, 145);*/ color:black; } .headtable tr td, .headtable tr th { text-align: center; vertical-align: middle; padding: 6px; } .headtable th{ background-color: #F4F4F4; color: #002d62; font-weight: bold; text-align: center; vertical-align: middle; padding: 12px; border-right: 1px solid #ccc; } .headtable td { text-align: center; vertical-align: middle; background-color: white; border-top: 1px solid #ccc; border-right: 1px solid #ccc; } .headtable th:last-child, .headtable td:last-child { border-right: none; } .headtable tr:last-child td { border-bottom: none; } .rounded-table-wrapper { border-radius: 12px; border: 1px solid #ccc; overflow: hidden; }

Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level III

UN Level III

UN Level III

UN Level III

French

UN Level III

UN Level III

UN Level III

UN Level III

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

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. 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.