Travel Administrator

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Travel Administrator

ORGANIZATIONAL CONTEXT

The Travel and Visa Unit (TVU) forms part of the Division of Financial & Administrative Management¿s (DFAM's) General Services Section at Headquarters. The incumbent of the position serves as the officer-in-charge of the Unit and the custodian of official travel policies, procedures and interpretations of day-to-day travel-related questions in UNHCR.  Moreover, s/he manages the day-to-day activities of the Unit including direct and indirect supervision of several General Service staff.  The TVU provides services to all staff at Headquarters as well as in the field.  The incumbent is in constant contact with all units in the Organisation, particularly accounting, budget and human resources as well as externally contracted travel agencies, airlines, local authorities and counterparts in other UN organizations. 

FUNCTIONAL STATEMENT

Accountability

- UN document (Laissez-Passer, Certificate and Family-Certificates) requirements for UNHCR globally are managed efficiently and effectively in coordination with UNOG. 
- All travel arrangements for official travel of staff members and other authorized persons at Headquarters are fulfilled in an efficient, effective and timely manner.

Responsibility

- Recommend continuous improvement initiatives impacting travel policies, processes, systems and procedures and play a key role in their implementations when approved by management.
- Analyse UNHCR travel patterns and benchmark against global trends.
- Maintain knowledge of different countries' visa requirements.
- Ensure close contact and regular meetings with contracted travel agencies.
- Maintain constant contact with other UN organisations, local authorities, embassies and consulates.
- Approve as a Travel Administrator, Travel Authorizations, Travel Advances and Travel Claims for Headquarters official missions.
- Approve as Certifying Officer all requests received from UNHCR globally for UN documents (Laissez-Passer, Certificate and Family-Certificates) before submitting them to UNOG.
- Actively participate in the negotiations organised with airlines at different levels within the UN system.
- Provide support to field offices in relation to the interpretation of the UNHCR Travel Policy.
- Monitor, pay and reconcile statements from contracted agencies for travel and visa services.
- Lead all procurement initiatives in relation to travel in coordination with the Procurement Service.
- Perform other related duties as required.

Authority

- Supervise all travel related contracts.
- Enforce compliance with UNHCR rules and regulations in all travel related activities.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Undergraduate degree (equivalent of a BA/BS) in Business, Public Administration or related area plus minimum 6 years of previous relevant work experience in administration with supervisory responsibilities. Graduate degree (equivalent of a Master¿s) plus 5 years or Doctorate degree (equivalent of a PhD) plus 4 years of previous relevant work experience may also be accepted.
- Demonstrated hands-on experience with UNHCR and UN travel rules and procedures.
- Fluency in English, including ability to draft documents.
- Excellent knowledge of PeopleSoft or other equivalent ERP system.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Proven experience in designing and managing travel processes.
- Work experience in a shared services or service provider environment.
- Project management experience.
- Proven experience in handling procurement contracts.
- Advanced knowledge of French. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M001L3 - Empowering and Building Trust Level 3
M006L3 - Managing Resources Level 3
M003L3 - Judgement and Decision Making Level 3
M002L3 - Managing Performance Level 3
X001L3 - Analytical Thinking Level 3
X003L3 - Technological Awareness Level 3
X005L3 - Planning and Organizing Level 3 <p>The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.</p>
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See below for this postion's Operational Context
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For those people applying for High Risk Duty Stations, we strongly encourage them – before deciding to apply- to read the country specific security and welfare country profiles which can be found on the Intranet under Support Services - Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care.

 

Staff after having applied to High Risk Duty Stations will have access to country specific information webinars with Field Safety Section (FSS) and Staff Welfare Section (SWS) colleagues and provided with a tool to test their psychological preparedness for serving in High Risk Duty Stations. Applicants who applied for a position in a High Risk country will receive, after the deadline for applications has expired, a joint invitation from the Staff Welfare Section (SWS) and the Field Safety Section (FSS) to participate in these webinars. During the Webinars, latest updates on security and well-being will be provided, and FSS and SWS will address questions raised by participants. Applicants are highly encouraged to benefit, when applicable, from all measures as they provide most up-to-date security and well-being information helpful to assess staff’s readiness to serve in a High Risk Duty Station. A Staff Welfare Officer will also be available, if and when required, to discuss with interested applicants the results of the psychological preparedness tool as well as readiness for assignment in High Risk Duty Stations.

 

Within a current context of business transformation, the candidate must demonstrate strong change capability, adaptability, customer orientation and stakeholder management skills; project management experience and exposure to shared service or service provider environments should be an advantage
Additionally the candidate should have demonstrated hand-on experience with UNHCR and UN travel rules and procedures and experience in dealing with vendors and contracts. This position leads the Travel and Visa Unit (TVU) and is part of the General Services Section (GSS) within the Division of Financial and Administrative Management (DFAM).
The General Services Section (GSS) within DFAM has undertaken a series of change initiatives mainly driven by the implementation of a new Travel Module in UNHCR ERP system MSRP which has been rolled-out to the field and Geneva HQ during 2017 and 2018. The implementation of the Travel Module in MSRP has changed heavily the way the process is managed, moving from a completely paper based process, to a more system-based, paperless process.
This system-based process will facilitate the introduction of clear and measurable Service Levels and relevant Key Performance Indicators to monitor the quality of the service provided by the TVU unit to UNHCR travelers.  The role of the Travel Administrator is hence primordial to lead the continuous improvement initiatives within the Headquarters and  enhance the quality of Travel related services provided.

Please note that the closing date for vacancies in the Addendum 4 is Thursday 28 February 2019 (midnight Geneva time)