Travel Services Accountant, GS-6, AMS, Division of Finance and Administrative Management, New York HQ (Temporary Appointment -364 days)

The Accountant-Travel Services will be responsible for performing payment, revenue and finance related functions by processing of accounting information in a timely and accurate manner in accordance with UNICEF policies and procedures. S/he regularly communicates with suppliers and stakeholders to ensure adequate information is available to perform day-to-day accounting functions, and preparation of weekly/monthly financial reports for travel services. Under guidance of the Chief of Travel, the incumbent will assist in managing financial commitments of third party travel service providers and travel technologies. Additionally, on occasion, provide support for travel related projects and initiatives. This scope includes but is not limited to air, hotel, auto, meetings, and other travel related services in/outsourced by UNICEF.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

For every child, a Future……..

The Primary role of DFAM is to maintain the financial integrity of UNICEF through providing financial leadership, supporting efficient management of its financial resources, promoting financial sustainability and responsible resource allocation. This is accomplished by the development and implementation of sound financial policies and practices, oversight of corporate financial management performance, and flexible scalable support to resource allocation.

How can you make a difference?

The Accountant-Travel Services will be responsible for performing payment, revenue and finance related functions by processing of accounting information in a timely and accurate manner in accordance with UNICEF policies and procedures. S/he regularly communicates with suppliers and stakeholders to ensure adequate information is available to perform day-to-day accounting functions, and preparation of weekly/monthly financial reports for travel services.

Under guidance of the Chief of Travel, the incumbent will assist in managing financial commitments of third party travel service providers and travel technologies. Additionally, on occasion, provide support for travel related projects and initiatives. This scope includes but is not limited to air, hotel, auto, meetings, and other travel related services in/outsourced by UNICEF.

This may involve:
Analyzing, generating and reconciling travel related General Ledger (GL) accounts in SAP (VISION), preparing related accounting entries, achieving results such as:

• Business Travel Account (Diners Club) Accrual Account (Air tickets purchased by Headquarters and some field offices)
• Review the file generated by the monthly Diners Club statement (provided by the Travel Office/Agency) for accuracy with respect to the funds entered against each Travel Authorization.
• Create a data file to be approved and uploaded directly to the GL and processed by shared services.
• Carry out monthly analysis and reconciliation of the BTA accrual account, ensuring accurate financial reporting and clean audit opinion.
• Monitor the reconciliation process including entries made by other staff in the Unit.
• Ensure accurate application of International Public Sector Accounting Standards (IPSAS) policy related to expenditures, directly impacting yearly financial statements. 

Accruing Liability – Travel and other Travel related GL Accounts

• Conduct monthly analysis and reconciliation of Travel-related GL accounts, ensuring accurate financial reporting and clean audit opinion.
• Monitor and follow-up on agency service requests issued to/by Regional, NYHQ UNICEF, UN, and vendors ensuring that charges are received/paid and recorded properly.
• Investigate discrepancies between charges posted in SAP (VISION) and the amount/s authorized.
• Monitor the reconciliation process including entries made by other staff in the unit.
• Ensure accurate application of IPSAS policy related to expenditures, impacting yearly financial statements.

Verifying, Analyzing and processing expense claims relating to travel and removal of household goods and shipment of personal effects, achieving results such as:

• Analyze and review travel expense claims to ensure that travelers have submitted complete and accurate information. (Will involve coordination with travelers, Human Resources, Field Personnel Administration, Field Operations Section, Regional, Field and UNICEF Offices as necessary). Record financial data in SAP (VISION).
• Process travel entitlements accurately and on a timely basis, in accordance with UNICEF’s Staff and Travel policy rules. (This activity includes validating travel dates with approved itinerary, ensuring that travelers and/or departments/budget owners concerned have submitted all required documentation, calculating travel entitlements, identifying any outstanding advances by verifying the traveler’s profile in SAP (VISION), reconciling DSA payments for SSA/stretch assignments contracts and effecting settlement of the balance due to/from the traveler).
• Process travel expense claim payments in SAP VISION to ensure that the traveler receives her/his final settlement and reconciliation promptly.
• Regularly follow up on outstanding travel advance payments and recoveries.

Evaluating, verifying and processing travel and removal authorizations for all official travel for Headquarters, Technical Cooperation, Regional Offices and third party travelers, achieving results such as:

• Review travel authorizations to ensure that all required approvals have been obtained and that budget codes are clearly defined.
• Calculate and review for accuracy cost estimates for all official travel, to ensure that they have been processed in accordance with UNICEF Staff and Field Service Rules and that internal procedures have been followed.
• Process travel advance payments in the Enterprise Resource Planning System (SAP VISION) in a timely manner ensuring that the traveler receives her/his advance prior to departure.
• Analyze Special Service Agreements (SSAs) involving lump sum daily subsistence allowance (DSA) payments (Regular Budget) or monthly DSA instalments (Technical Co-Operation) to ensure adherence to contract terms and timely processing of payments.
• Building expense dashboard/’s by collating various data sources; (VISION SAP, Vendor data feeds etc.)
• Record accounting transactions.
• Monitor pending travel authorizations on a regular basis, and follow up to ensure that expenses are allocated during the financial year in which the travel took place.
• Monitor Open Trips and Travel Over view form INSIGHT on a regular basis, and follow up to ensure trips closing before year-end account closure

Liaising with staff members, Field Experts, Consultants, Third Party Travelers & Suppliers, Budget focal points, Regional, Field and UNICEF offices, achieving results such as:

• Provide clear, relevant information with respect to enquiries to avoid any misunderstanding or misinterpretation of the Travel Policies.
• Brief travelers on official travel with respect to travel and removal rules and regulations to ensure they have a clear understanding of their travel entitlements.
• Initiate and respond to a large volume of e-mail correspondence.

Perform other related duties & functions, as assigned by Chief of Travel Services to execute Travel Units mandate effectively, efficiently and with customer focus. 

To qualify as a champion for every child, the candidate must have…

• A diploma of college studies (DEC) or equivalent, including the successful completion of courses in basic accounting.A first level university degree in finance, accounting, commerce is desirable.
• A minimum of 6 years’ experience in travel claims or accounting. Or, A Minimum of 4 years’ experience in travel claims or accounting with Airline and/or Travel Agency experience. Airline and/or Travel Agency experience in an ERP setting is an asset.
• Fluency in English.

For every Child, you demonstrate…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply.