Administrative Associate -Travel, (G6), Nairobi, Kenya, ESARO, # 106165 (Open to Kenyan Nationals Only)

The Administrative Associate (Travel) will be accountable for preparing and processing documentation for travel of UNICEF ESARO staff members and dependents, consultants and participants to meetings. In addition, the Administrative Associate (Travel) will be responsible for providing support to the Operations section on various tasks related to the unit.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child,

https://www.unicef.org/esaro/

How can you make a difference?

Appropriate and consistent interpretation and application of travel administrative policy and procedures timely implemented to support operations.

Provides practical input on implementation of travel administrative guidelines, in close coordination with the operation staff/ supervisor.

Supports supervisor and updates staff on travel administrative policies, procedures rules and regulation.  Implements the appropriate application and interpretation of travel administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic travel administrative procedures and requirements. 

Contributes to recommendations on the improvement of internal controls systems related to travel taking into account the prevailing conditions in the locality.

Keeps supervisor abreast of potential problem areas, prepares reports on travel administrative matters as required.

Provides travel administrative support and services to country offices when required, including guidance on travel administrative procedures.                               

All travel administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.

Maintain updated file copies of Travel Plans and ensure that all travels have the necessary approvals as per established on the travel SOP.

Provides administrative support to the sections in the arrangement of meetings, travels, visas etc. and ensure that services are adequately foreseen with external suppliers and others. Reviews all supporting documentation on travel to ensure correctness of all travel entitlements/calculations. Approve TAs in VISION. Consult with Operations Manager and Travel Assistant on any deviations to policy. Ensure that any exceptional approvals are recorded in the log-sheet for audit trail. Prepare notes verbal for visa applications for travel and follow up as necessary. Advise staff on visa requirements as and when requested.

Maintains file copies of all TAs and security trainings for ease of retrieval. Regularly generate reports of Open TAs and follow-up with Programme Associates on closures.

Ensures that all travel administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.

Contributes to the reviews of contractual arrangements related to travel administrative support (i.e. travel agent, hotel bookings, conference arrangements etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required. 

Monitors payments against contractual obligations.

Support Staff learning and development

Support training activities to ensure effective performance and efficiency in travel admin services management. Provide support in the implementation of effective staff learning and development programme activities for capacity building. Contributes to workshops for staff’s competency building, staff learning and development, career development.

Partnership, coordination and collaboration

Support effective working relations with other agencies, local authorities and implementing partners on issues relating to travel administrative matters through information exchange, collaboration, and harmonization.

Liaise with in-house travel agent on all matters pertaining to travel, ensuring the most economical routings/fares are used. Cooperates with other UN agency counterparts in the UN reform initiatives when required (e.g. common services activities such as travel agency, hotels, visas etc.).

Performs any other duties and responsibilities assigned as required.

Provides support to the operations section in various tasks, related to the oversight of COs, such as updating audit observations tracking sheet, provide support in the consolidation of the management indicators, in PBR submissions as well as undertake any other duties as may be assigned by supervisor.

To qualify as an advocate for every child you will have…

• • 1. Education

    Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.

    2. Work Experience

    6 years of relevant professional work experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.

    3. Language Proficiency 

    Fluency in English and local language of the duty station is required.

         

For every Child, you demonstrate…

i)  Core Values (Required)

• Commitment
• Diversity and Inclusion
• Integrity

ii)  Core Competencies (Required)

• Communication [ II ]
• Drive for Result  [ II ]
• Working With People [ II ] 

iii) Functional Competencies (Required)

• Analyzing [ II ]
• Applying Technical Expertise [ II ]
• Planning and Organizing [ II ]
• Following Instructions and Procedures [ II ] 

iv)  Technical Knowledge

    a) Common Technical Knowledge Required 

• Principles of office management, operations management, programme management and administration
• IT Skills and working knowledge of UNICEF SAP/HR, WEB HRIS, MICROSOFT – Excel,   
• PowerPoint and Word software.
• Administrative service management's goals, visions, positions, policies, and strategies
• Supply operations, logistics and purchasing administration
• Rights-based and Results-based management
• UNICEF emergency programme policies, goals, strategies, approaches and procedures

 b) Specific Technical Knowledge Required 

(Technical knowledge requirements specific to the job can be added here as required.) 

•  UNICEF administrative service management’s policies, procedures and guidelines in the manual as relevant, in the context of the country situations and conditions of work.

•  UNICEF Mid-Term Strategic Plan (MTSP) as it relates to administrative service management in the context of the country situations and conditions of service.

c) Technical Knowledge to be Acquired/Enhanced 

•  UN policies and strategy to address issues in harmonization of administrative service

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.