By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

RE-ADVERTISEMENT - "Travel Clerk"

Praia

  • Organization: UNDP - United Nations Development Programme
  • Location: Praia
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • TRAVEL CLERK
  • Closing Date: Closed

Background

Change Background
 
Cabo Verde became the first pilot Joint Office (JO) of the Ex-Com agencies (UNDP, UNICEF, UNFPA and WFP) on 1 January 2006.  This was a major step of UN reform towards the harmonization and simplification of UN activities in small countries.  A Joint Office model consists of a single UN office of the participating agencies, led by one representative who equally represents all the participating agencies and is also the UN Resident Coordinator. The JO has one organizational structure and a single programme/common country programme encompassing the activities and mandates of all participating agencies, and uses one set of business processes, rules and regulations under a “support agency” arrangement, and is agency-neutral.  In Cape Verde, the UNDP system is used.  The JO in Cape Verde became part of the group of 8 Delivering as One (DaO) pilot countries in 2007.  The JO, now comprising only 3 agencies – UNDP, UNICEF and UNFPA - is presently one of the leading UN entities in implementation of the third UNDAF/One UN Programme covering the period 2018-2022, fully aligned with the National Sustainable Development Plan and with Agenda 2030.  A joint UNDP, UNFPA and UNICEF Country Programme Document (CPD) for 2018-2022 will start implementation in 2018, and is based on four results areas aligned with SDGs (People, Planet, Prosperity, and Peace), with a strong focus on building systems and partnerships for SDG implementation in the country, leading to the need for innovative, creative and integrated solutions both on programme and operations.
 
Post Context
 
Under the supervision of the Procurement Associate, the Travel Clerk provides travel related services in the Joint Office of UNDP, UNFPA and UNICEF in Cabo Verde ensuring high quality and accuracy of work in order to obtain the optimum travel services. He/she implements the rules and guidelines regarding travel and entitlements and provides solutions to issues related to travel
The Travel Clerk promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.     
 
The Travel Clerk works in close collaboration with Programme and Operations teams in the JO to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:
  • Provision of travel services
  • Implementation of sourcing strategies 
  • Support to knowledge building and knowledge sharing
Supports travel management processes for the JO and NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:
  • Processing of Purchase orders for travel in Atlas. 
  • Provision of information for cost-recovery bills in Atlas for the travel services provided by the JO to other Agencies.
  • Provision of information to the staff on travel including travel route and hotel arrangement.
  • Processing travel authorization in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
  • Arrangements for security clearance when required.
  • Hotel reservations for visiting UN/UNDP/UNFPA/UNICEF officials.
  • Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
  • Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
  • Processing of application and renewal of UNLP for UN staff. 
  • Preparation of routine correspondence, faxes, memoranda and reports in accordance with JO SOP.
  • Extracting, inputting, copying and filing data from various sources. Maintenance of files
 
Supports implementation of sourcing strategy focusing on achievement of the following result:
  • Collection of information on market situation in travel service area.
  • Collection of information for DSA and hotel surveys.
Supports knowledge building and knowledge sharing in the JO focusing on achievement of the following results:
  • Participation in the training for the programme, operations and projects staff on procurement and travel. 
  • Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
 
Knowledge Management and Learning
  • Shares knowledge and experience
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
  • Ability to perform a variety of repetitive and routine tasks and duties related to ticketing and sourcing, hotel reservation, transportation
  • Ability to review data, identify and adjust discrepancies
  • Ability to produce accurate and well documented records conforming to the required standard
  • Ability to handle a large volume of work possibly under time constraints
  • Good knowledge of procurement and financial rules and regulations
  • Strong IT skills
Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
 

Required Skills and Experience

Education: Secondary education. 
 
Experience: 4 years of relevant administrative experience is in the areas of administration, procurement or travel service.  
If in possession of a Bachelor’s degree only 1 year of relevant experience will suffice.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.
 
Language Requirements: Fluency in Portuguese.  Basic understanding of both French and English. Excellent working knowledge of French or English.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

This vacancy is now closed.
However, we have found similar vacancies for you: