Travel Assistant

Org. Setting and Reporting

This position is located in the Executive Office of the Office for the Coordination of Humanitarian Affairs (OCHA) in New York. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

The Travel Assistant reports to the Administrative Officer in the Travel and Transport Section of UN Department of Operational Support and to the Supervisor of OCHA Travel Unit in the Executive Office.

Responsibilities

Within delegated authority, the Travel Assistant will be responsible for ensuring, or carrying out the following duties:

• Acts as OCHA Primary Travel Processing Office (TPO) for all requests routed to UNHQ New York TPO to ensure all travels are approved in accordance with UN Travel policies.
• Approves all official travel requests, amendments, cancellations, Self-ticket requests and modifications submitted by OCHA staff members, consultants and visitors (Meeting Participants) and has tickets reissued, including obtaining reimbursement, where applicable.
• Calculates and initiates entitlements for all such travel and submits to the Unit Supervisor for approval, e.g., airfare, excess baggage entitlements, airfreight entitlements, for OCHA staff and dependents and Meeting Participants.
• Converts departure and arrival times, as needed, and identifies class of accommodation corresponding to the nature of the travel.
• Ensures all travel related entitlements conform to staff rules governing official travel as indicated by HR partners and Travel and Shipment Approvers.
• Acts as liaison between clients and Travel Management Company (TMC) on all matters relating to but not limited to air tickets, travel insurance, refunds, exchanges, and customer issues.
• Uses Travel Processing Office (TPO) global network forwarding capabilities for lowering ticket cost to the Organization.
• Acts as OCHA TPO for all requests routed to OCHA Non-Commercial TPO.
• Examines and pre-audits the official itineraries of staff members, dependents and OCHA visitors, as stated in the travel request to determine air travel cost entitlement of the proposed official travel of the mission personnel and ensures conformity with established rules, regulations and relevant directives.
• Reviews travel claims and supporting documentation for completeness, accuracy, and validity, prior to forwarding to the Accounts Division; ensures that entitlements are in conformity with Staff Rules. Refers discrepancies back to Administrative and /or Certifying Officers for clarification and possible correction.
• Advises Administrative/Certifying Officers of more efficient and cost-effective routings regarding more complicated staff itineraries and assists them in making travel plans to take advantage of the benefits to be derived from advance purchases or special promotional fares.
• Runs and analyzes BI reports to assist OCHA colleagues to conduct travel analysis, identify Trips Missing Expense reports and Trips pending approval, monitor the advance purchase policy compliance rate and assist in quarterly budget closing.
• Reviews all TTS.3 requests (Exception to Standard of Accommodation) submitted by OCHA Staff for accuracy and if deemed valid, submits requests for OCHA EO endorsement and ensure timely further submission to the Department of Management Strategy, Policy and Compliance, DMSPC.
• Reviews all Ad-HOC DSA Requests submitted by OCHA Staff for supporting documentation for completeness, accuracy, and validity and establishes the Ad-HOC DSA rate for OCHA EO approval.
• Provides guidance on Travel Policy or Umoja travel related issues.

Competencies

Professionalism:
Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Client Orientation:
Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Planning and organizing:
Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Communication:
Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Must have passed the United Nations Administrative Support Assessment Test (ASAT)/Global General Services Test (GGST) at Headquarters or an equivalent locally- administered test at Offices Away.

Work Experience

A minimum of seven (7) years of experience in travel administration, travel reimbursement, finance or related area is required.

Experience in diagnosing and analyzing travel related issues and recommending the travel solution is required.

A minimum of three (3) years of experience in acting as Travel Processing Officer (TPO) in an ERP solution (such as the UN Umoja Travel Module) is required.

Experience as Travel and Shipment Approver (TSA) in an ERP solution (such as the UN Umoja Travel Module) is desirable.

Experience in travel rate construction and routing is desirable.

Experience in handling exceptional travel related issues such as exceptions to the "standard of accommodation" and "ad-hoc DSA related requests" is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

Assessment

The evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

This post is funded for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

An impeccable record for integrity and professional ethical standards is essential.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.