Travel Associate
Tripoli
- Organization: UNDP - United Nations Development Programme
- Location: Tripoli
- Grade: Level not specified - Level not specified
-
Occupational Groups:
- Operations and Administrations
- Administrative support
- Transport and Distribution
- Closing Date: Closed
UNDP Libya is working rapidly to respond to several crises in Libya by formulating and implementing projects that help stabilize the country and instill trust and confidence amongst communities, and between communities and the government. The UNDP Libya Country Office (CO) has made strong commitments to international donors, its Libyan counterparts and citizens to help restore and improve public services; enhance the effectiveness and reach of existing public institutions; expand civic engagement and participation in political and development processes; increase economic opportunities in a more diversified economy; strengthen social cohesion, support elections, reconciliation and politic dialogue initiatives; and contribute to stability throughout the country to ensure development gains.
In this context, the UNDP Libya is rapidly responding to the situation in Libya. To this end, the Country Office is strengthening its internal capacities through an enhanced recruitment approach and re alignment of its programmatic offer in a bid to respond to the needs and priorities of the country. It is envisaged that this support will provide timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a rapidly changing context in the country thus ensuring smooth business continuity and sustainable development.
Position Purpose:
Under the supervision of the overall guidance of the UN compound manager and direct supervision of the Admin Analyst, the Travel Associate provides travel related services of the Country Office ensuring high quality and accuracy of work to obtain the optimum travel services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel.
The Travel Associate closely monitors travel expenditures and internal cost and ensures their timely and accurate billing, settlement, and cost recovery. The Travel Associate promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.
1.) Ensure full compliance of UN/UNDP rules and regulations, policies, and strategies on travel management
Example of Duties:
- Adhere to UNDP travel rules and procedures on issuing tickets to staff members according to the new T&E Module
- Check the Travel requests against the Travel rules and regulations and process the TR, ER, in accordance with the justified entitlements.
- Checks the F10 Claims, DSA calculations for accuracy against the applicable DSA for concerned locations, necessary deductions before issuing TR/ER.
- Reconciles the ticket cost to be paid to UNHAS or Travel Agents based on the supporting document and applying the cancellation policy.
- Process travel authorization and travel claims in line with travel entitlements for staff, consultants, UN missions and visitors and ensure that the travel arrangement follow the UNDP rules and regulations.
- Arrange and make hotel reservations for new staff, visiting UN/UNDP officials, consultants, advisors and trainers.
- Perform any other travel duties as requested by TL or Sr Management.
Provide travelling staff with travel related information, entitlements and travel literary.
2.) Provide an efficient Travel and Ticketing Services, including cost saving measures through negotiation with Travel services providers.:
Example of Duties:
- Liaise with the Travelers and ask for all the supporting document required for the official Business Travel (such as Meeting, Seminar, Training); Entitlement Travel (such as RnR, Home Leave, Family Visit etc); Medical Evacuation Travel in advance;
- Liaise with UNHAS, Travel Agents, Ultramar Concur Travel or Headquarters colleagues and issue the tickets well advance of the travel dates of the travelers. Ask all the travel service providers (except UNHAS) to provide the most direct and economic route unless otherwise Business Travel requested.
- Prepare PBR, APL most accurately and submit them well within the time so that there are no disruptions in the planned travel of any client.
- Deliver the issued ticket to the concerned traveler and brief them of the travel procedures or restrictions imposed along the travel routes in accordance with the circulars and memes issued by UN/UNDP, UNHAS or Government Authorities.
- Keep the travelers well-informed of any changes to their travel itineraries or changes in the UNHAS flight schedule as soon as possible.
- Negotiate the travel routes, ticket prices with travel services providers as appropriate.
3.) Ensures Timely Payment of the Travel Entitlements to the Staff, Consultants and Delegates in Mission
Example of Duties:
- Issue the TR prior to the travel and issue the ER upon completion of travel and submission of the supporting document. Timely follow up with travelers for providing the supporting documents.
- Issue Advance payment request to Finance for Official Business Travel where there is a request and inform the traveler.
- Make follow up with Finance Unit if there are delays in the payment of entitlement. Support the Finance staff in trouble-shooting the T&E Module technical glitch to the extent possible.
Make a periodic review of the pending travel entitlements, if any, every week and process them for payment.
4.) Makes the timely Payment to UNHAS and Travel Agents, including Vendors of the Travel Services
Example of Duties:
- Ask every month the monthly cost of UNHAS Tickets, or Cost of tickets issued through the Travel Agents and reconcile them against the TRs.
- Compile the invoices and issue the Purchase Order for the payment of cost of tickets issued by UNHAS and Travel Agency.
- Make follow up with Finance Unit for the timely release of the payments of the travel service providers
- Makes Reconciliation of Travel Agents and UNHAS payments with Finance Unit
5.) Facilitation of knowledge building and knowledge sharing
- Participation in the training for the operations/projects staff on administration.
- Knowledge building and sharing and sound contributions to UNDP knowledge networks and communities of practice.
Supervisory/Managerial Responsibilities: The Travel Associate will supervise one staff (Travel Assistant) in the travel unit, and provides with adequate guidance, support necessary for the staff to conduct the job most effectively and efficiently. Identifies the knowledge gap of the staff and provides on-the-job training, or recommends for the external training as required, including the T&E Module.
The Travel Associate works in close collaboration with Programme, Operations, and project teams in the CO, UNDP HQ staff, GSSU and Government officials ensuring successful CO performance in travel management.
Core
Innovation
Ability to make new and useful ideas work
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Leadership
Ability to persuade others to follow
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
People Management
Ability to improve performance and satisfaction
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Communication
Ability to listen, adapt, persuade and transform
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Delivery
Ability to get things done while exercising good judgement
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
People Management (Insert below standard sentence if the position has direct reports.)
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies (insert up to 7 competencies)
Thematic Area
Name
Definition
Administration & Operations
ERP travel and expense module
Knowledge of the ERP Travel and Expense Module, ability to provide help desk support to UNDP and other UN agencies.
Administration & Operations
Travel contract Management
Knowledge of policy and procedures related to contract management, including oversight of the Long-Term Agreement (LTA) with Travel Management Services (TMS) provider.
Administration & Operations
Travel policy and procedures
knowledge of travel policy and procedures, ability to interpret travel policy, the staff rules, administrative circulars
and financial regulations and rules on travel-related matters
Administration & Operations
UN travel documents
Knowledge of regulatory frameworks and processed related to UN travel documents
Administration & Operations
Entitlement travel
Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies
Administration & Operations
Travel Desk
Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures
- customer service skills.
- excellent verbal communication skills.
Education:
- Secondary Education is required.
- University Degree Business Public Administration procurement or travel will be given due consideration.
Experience, Knowledge, and Skills
- Minimum of 6 years (with Secondary education ) or 3 years (with Bachelor) of relevant experience in travel services, administrative services or finance
- Experience in administration and travel systems and applications. Professional knowledge of IATA will be an advantage.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management systems.
- Experience of using People Soft, web-based application will be an added advantage
- Fluency in both written and spoken English and Arabic languages are required
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