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Travel Assistant (MTGS)(G5)

Vienna

  • Organization: IAEA - International Atomic Energy Agency
  • Location: Vienna
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Renewable Energy sector
    • Nuclear Technology
    • Travel Unit
  • Closing Date: Closed

Organizational Setting

 

The Department of Management’s Division of General Services (MTGS) provides service functions to the IAEA through its five Sections that ensure facilities management for its headquarters and for the Seibersdorf laboratories campus, travel, transport and general support services, archives and records management, and the operation of the Vienna International Centre Commissary.

 

The Transport and General Support Section is responsible for the co-ordination of the IAEA's travel requirements among the Departments and the Agency's Travel Management Company, handling of official shipments, household goods storage and removals, management of the IAEA official vehicles, processing of duty travel visas, Austrian visas and UNLPs. It also prepares and processes petrol tax refunds for official vehicles and diplomats, issues and renews Austrian residency permits ('legitimation' cards) for eligible staff members, experts, fellows, consultants, and interns. The Section also provides housing services to IAEA staff.


Main Purpose

 

Under the supervision of the Travel Unit Supervisor, the Travel Assistant regularly reviews ticketing/airfare performance, fare information and tickets provided by the Travel Management Company (TMC) to assure adherence to the IAEA's policies. In a customer-service atmosphere, assists the Travel Unit Supervisor in providing travel advice and assistance to Agency staff regarding all aspects of travel, including use of the ATLAS travel system, Amadeus travel booking system and adherence to the IAEA's relevant regulations, rules and policies; Assists with ticket refunds and determining amounts for ticket reimbursements.


Functions / Key Results Expected

  • Regularly review ticketing/airfare performance, fare information by the TMC and tickets provided through UNDP with a view to assure adherence to the IAEA's policies and to seek to minimize travel costs before travel occurs.
  • Provide pre-travel advice and assistance to Agency staff on a day-to-day basis and in emergency situations regarding staff and non-staff travel entitlements, including use of the ATLAS travel system in adherence to the IAEA's relevant regulations, rules and policies and liaison with MTBF for payments.
  • Review exceptions to travel policy, ensure quality control and liaison on car rental issues, clear common staff cost travel entitlement quotations, clear UNDP faxes for air travel and invoices for car rental, calculate reimbursements and track and report on ticket refunds.
  • Assist the Unit Supervisor in circulating and coordinating the Agency's travel requirements among the Departments and the Agency's TMC as well as other tasks assigned by the Unit Supervisor. Serve as back-up to the Unit Supervisor in his/her absence.
  • Attend meetings and prepare correspondence regarding travel matters. Assist with developing or revising procedures for the travel functions.

Competencies and Expertise

 

Core Competencies

Name Definition
 
Planning and Organizing

Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
 
Communication

Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
 
Achieving Results

Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
 
Teamwork Actively contributes to achieving team results. Supports team decisions.

 

Functional Competencies

Name Definition
 
Judgement/decision making

Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
 
Knowledge sharing and learning

Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.

 

Required Expertise

Function Name Expertise Description
     
Administrative Support MS Office (Word, Excel, Outlook, PowerPoint)

Basic knowledge of the MS Office package, which is used by the IAEA
     
Administrative Support Travel Management

UN experience and familiarity with the travel regulations, rules and procedures of the Agency is desirable.
     
General Services Travel Management Excellent knowledge of the travel industry, including IATA fares and the travel booking system, Amadeus mandatory

Qualifications, Experience and Language skills

  • Completed secondary education
  • A minimum of 5 years of relevant experience in the travel industry mandatory.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
  • English language test (Level 2) and typing test (Level 2) to IAEA standard.

Remuneration

 

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 43865 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
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Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values)\: Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.
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This vacancy is now closed.
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