Travel and Logistics Assistant

UNV’s Management Services hold the responsibility for the strategic planning, managerial leadership, oversight, and quality control of an integrated platform of operational services ensuring timely, effective, and efficient delivery according to corporate performance standards and in compliance with the UN Regulations and Rules and UNDP´s accountability framework.

The key areas of responsibility for the Procurement, Travel and Administration Unit (PTAU) within the Management Services, are the provision of procurement, travel, administrative and asset management.

Under the supervision of the Procurement and Travel Associate, the Travel and Logistics Assistant works in close collaboration with the staff in UNV Headquarters, Regional Offices, and Field Units ensuring high quality and accuracy of work to obtain the optimum travel and logistics 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 and Logistic Assistant promotes a collaborative, client-focused, quality, and results-oriented approach to the delivery of travel services.

• Ensure full compliance of duty travel services with UN/UNDP rules, regulations, and specific travel policies and strategies;
• Support the update and development of Standard Operating Procedures (SOPs) and associated workflows;
• Monitor the travel dashboard and ensure compliance;
• Provide information to UNV personnel and meeting participants on travel entitlements and policies;
• Provide travel quotations for UN Volunteers’ travel, in line with the Conditions of services and Volunteer Solutions Services SOPs;
• Receive, verify, and process travel requests through UNAll and Quantum, ensuring compliance and effective travel management.
• Coordinate with respective Travel Management Company (TMC) to ensure travel requests are processed as per contract agreement;
• Compare ticket costs and purchase approved tickets through the respective TMC.
• Monitor calculation of entitlements and process of travel entitlement payments;
• Create Travel profiles;
• Maintain the filing system related to Travel Services;
• Receive, verify, and process travel claims and creation of expense claims/expense reports.
• Receive and certify ticket invoices and,  submit them to Finance for payment;
• Monitor payments to the TMC;
• Assist with negotiations with the travel agency, executing and monitoring the delivery of services; ensuring the implementation of travel management services and regular reporting, feedback, assessment, and re-formulation is done in a timely manner;
• Communicate with and process travels of UNV meeting participants;
• Perform backup functions for other team members in the Unit as and when required.

• Collection and analysis of the market situation in the travel service area. Conduct surveys/bidding of travel, hotel, and other related services;
• Keep and update the rosters of hotels, and conference facilities including key contact information;
• Conduct travel agency, hotel, and conference facilities searches when needed.

• Support the team during meetings, conferences, retreats, and workshop arrangements;
• Support with the booking of UNV conference rooms and other required services in coordination with the team members, for UNV events/activities;
• Handle, coordinate and monitor visa application processes of UNV personnel with the visa agencies and Consulates;
• Coordinate necessary logistical services with outsourced support, arrangements for visa issuance, hotel reservations, and transportation;
• Prepare routine correspondence like note verbal and invitation letters.

• Assist in training/learning material preparation;
• Participate in the training for UNV staff on travel procedures;
• Keep abreast of updates/changes in the travel guidelines and make information available to staff and be a resource person in disseminating, interpreting, and updating travel-related information to UNV and other units and agencies;
• Synthesize lessons learned and best travel practices.

Achieve Results

• Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively

• Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

• Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

• Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

• Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

• Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

• Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Travel contract management

• Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts

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

Data literacy

• Understand the potential as well as the limitations of using data driven innovation
• Ability to use a mix of data sources (quantitative, qualitative or real-time techniques) to develop understanding, identify patterns to inform decision making or identify opportunities for further exploration

• Secondary education;
• University degree and certification in the field of travel are highly desirable but not a requirement.

• A minimum of 5 years of relevant administrative experience in the areas of administration, procurement, or travel and event management service is a requirement;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Experience in the administration of travel arrangements in an office support function and/or in a travel agency is highly desirable;
• Experience in handling web-based management and GDS systems, such as Amadeus is an asset;
• Fluency in English is required;
• Working knowledge of German is an asset;
• Working knowledge of another UN language is an asset.

• Only short-listed applicants will be contacted;
• The successful candidate will hold a UNDP letter of appointment;
• This post is for local recruitment only. It is open to citizens of Türkiye or holders of residence and unlimited work permits for Türkiye.