Administrative Associate (TVU)

This position is advertised open to internal and external applicants. The position is advertised on replacement capacity for a duration of one year or more, as per UNHCR Policy and Procedures on Assignments of Locally Recruited Staff (Para 99). Please refer to regulation 16 of the APPC Procedural Rules and Regulations. Admin Associate (TVU)

ORGANIZATIONAL CONTEXT

The Travel & Visa Unit (TVU) falls under the General Services Section (GSS) of the Division of Financial and Administrative Management (DFAM).  The supervision of the unit is assured by the Travel Administrator who is supervised by the Chief of Section, GSS.

The TVU is a support unit with a strong sense of service-orientation towards travellers and developing teamwork relations beyond TVU boundaries. The role of TVU is also to ensure that adequate financial controls are in place and that travel budget holders' accountability is adhered to in line with UNHCR travel policies.

The TVU serves all staff members going on mission from HQ.  The incumbent therefore deals with all UNHCR units (staff members and admin support staff) as well as external counterparts; the extensive customer exposure encompasses UNOG, counterparts in other UN agencies and as required, UNHCR field offices, and the Travel Management Company.

This job entails a significant portion of financial accountability, as signing off on a travel request attests its compliance with the UNHCR travel policies and triggers the confirmation of reservations to the travel agent and the payment of travel entitlements to the traveller. 

The job also entails regular communication with travellers which requires a positive, knowledgeable solution oriented and service minded approach. To ensure smooth administrative support to mission travellers, it is of utmost importance that the incumbent of this position is able to work under pressure in an accurate manner and limited supervision.

FUNCTIONAL STATEMENT

Accountability
- UNHCR travel policies and procedures are observed with regard to mission travels (DSA, ad-hoc DSA, Danger Pay, Terminal Expenses, etc.).
- Regular support is provided to all administrative assistants and staff as required on travel related issues and entitlements.
- Training and support is provided to users with regard to the UNHCR travel policies and procedures and related systems.
- Report and analysis on travel spending and related statistics are produced.

Responsibility
- Serve as a focal point and advisor for queries from HQ staff and the field in relation to travel processes and procedures.
- Serve as focal point for all reports and analysis on travel spending and related statistics for all HQ travels.
- Administer Travel Profiles.
- Track and reconcile travel requests, addenda and upfront payments against travel agency invoices.
- Process travel request, claims and related addenda in the travel system.
- Support the design and implementation of travel related projects.
- Update eSafe and other systems on travel related issues, policies and procedures in a timely manner.
- Support the Travel Administrator in completing any ad-hoc tasks assigned.
- Perform any other related tasks as required.

Authority
- Review and recommend applicability of exceptional conditions.
- Contact the Salaries and Allowances Section, Office of Financial Services, New York with regard to all UNHCR requests for ad hoc DSA and upgrades/exceptions for travel entitlements on behalf of staff at all levels.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Completion of secondary education with post-secondary training/certificate in Business Administration, Finance, Accounting, Human Resources or related fields.
- Minimum of 6 years relevant working experience in travel administration and/or finance.
- Familiarity with Oracle-PeopleSoft or other ERP system.
- Good knowledge of UN, UNHCR, other international organization or private sector Travel Policies and Procedures.
- Excellent oral and written communication skills.
- Very good knowledge of Excel.
- Excellent knowledge of English.

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Microsoft Office tools such as Word, PowerPoint and Outlook.
- Database Management experience.
- Knowledge of a GDS (preferably Galileo or Amadeus) and air tariffs.
- Knowledge of French. C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
M001L2 - Empowering and Building Trust Level 2
M003L2 - Judgement and Decision Making Level 2
M006L2 - Managing Resources Level 2
X001L2 - Analytical Thinking Level 2
X004L2 - Negotiation and Conflict Resolution Level 2
X009L2 - Change Capability and Adaptability Level 2 Closing date for submissions or applications is 26 April 2018.