E (most hardship)
Non Family
Non FamilyDanger Pay
Residential location (if applicable)
GS6
Staff Member / Affiliate Type
General Service
Reason
Regular > Regular Assignment
No
2023-02-01-08:00
February 11, 2023
Travel Administration Associate
Organizational Setting and Work Relationships
The incumbent serves staff members going on mission/official travel and therefore deals with different UNHCR entities as well as external counterparts; the extensive customer exposure encompasses counterparts in other UN agencies, UNHCR field offices, and travel management companies.
The Travel Administration Associate has a strong sense of service-orientation towards travellers and developing teamwork relations beyond boundaries of the functional unit.
This job entails as well a significant portion of financial accountability by ensuring compliance with the UNHCR travel policies and triggering confirmation of reservations to the travel agent(s) and payment of travel entitlements to traveller(s).
The Travel Administration Associate communicates regularly with travellers, requiring a positive, knowledgeable solution oriented and service minded approach. To ensure smooth administrative support to travellers, it is of utmost importance that the incumbent is able to work under pressure in an accurate manner and limited supervision.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.
Duties
- Act as focal point for official travel and visa related questions and advise on queries related to travel processes and procedures.
- Maintain and update data and information on the authorisation and claiming process of TAs, in addition to maintaining relevant statistics for travel management and budget control.
- Arrange and confirm travel bookings for applicable staff members, Affiliate Workforce and external meeting participants in line with the rules and regulations in place,
- Creates and processes Travel Authorization (TA), Travel Advances and Travel Claims in accordance with the relevant administrative rules and regulations; respond to any queries and/or comments from the certifying or approving officer
- Ensure passengers have the standard security measures during each journey.
- Monitor the certification and travel claim process and liaise with travellers for compliance requirements.
- Produce report and analysis on travel spending and related statistics.
- Analyse the data upon the claim request from travel agency or humanitarian flight providers. In this capacity, respond to staff inquiries and draft routine correspondence to these external services.
- Assist the colleagues regarding UN document requests and processing of visa requests when required.
- Follow-up on the air ticket refunds with the travel agency.
- Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable
Certificates and/or Licenses
Business Administration, Finance, Accounting, Human Resources,
or other relevant field
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Familiarity with Oracle-PeopleSoft or other ERP system.
Good knowledge of UN, UNHCR, other international organization or private sector Travel Policies and Procedures.
Excellent oral and written communication skills.
Very good knowledge of Excel.
Desirable
Microsoft Office tools such as Word, PowerPoint and Outlook.
Database Management experience.
Knowledge of a GDS (preferably Galileo or Amadeus) and air tariffs.
Functional Skills
CO-Cross-cultural communication
TV-Amadeus - Global Distribution System
TV-Galileo - Global Distribution System
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile
Required languages (expected Overall ability is at least B2 level):
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
Skills
CO-Cross-cultural communication, TV-Amadeus - Global Distribution System, TV-Galileo - Global Distribution System, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Certifications
Accounting - Other, Business Administration - Other, Finance - Other, Human Resources - Other
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Negotiation & conflict resolution, Organizational awareness, Stakeholder management, Teamwork & collaboration
https://icsc.un.org/Home/SalaryScales
Compendium
According to the Recruitment and Assignment Policy (RAP), the manager has the option of administrating either the eliminatory or complementary written test based on the functionality of the position.
This position doesn't require a functional clearance
