About the job
Application period: 08-Dec-2023 to 07-Jan-2024
Functional Responsibilities:
Under the guidance and supervision of the Head of Support Services, or another designated manager, the Travel Assistant is responsible for the effective delivery of travel and admin/logistics services reflecting best practices, compliance with UNOPS rules and regulations, appropriate risk management and obtaining the best value for money.
- Provide full cycle assistance with travel-related bookings & arrangements including transportation, hotel, visa applications for AUMCO personnel and partners in accordance with the UNOPS Travel Policy in a timely manner;
- Provide travelers with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;
- Communicate closely with travelers on their travel dates, tickets, and updates on changes to their travel;
- Ensure timely preparation of Travel Authorizations (manual and using electronic TADA tool) and submission of Travel Expense Claim forms and payment requests in the UNOPS ERP system;
- Ensure travelers obtain Security Clearance from the United Nations Department of Safety and Security and support travelers with raising security clearance requests on their behalf when necessary;
- Handle travel issues, conflicts, complaints, cancellations and refunds;
- Coordinate and maintain relationships with approved UNOPS travel agents;
- Conducts research on destinations and request Travel Agent for provision of most direct and economical routes;
- Support the enforcement of cost effective and advance planning measures to avoid last-minute bookings;
- Monitor and track progress with arrangement of travels, missions and events;
- Logistical support with organization of events (meetings, workshops, conferences);
- Ensure filing of all travel related documents in line with established procedure; and
- Perform other duties as may be reasonably required and in line with the incumbent’s scope of services.
Education/Experience/Language requirements:
Education:
- Secondary education required;
- Certification in administration desirable or technical training in specialized secretarial and/or management/executive assistance training is highly desirable;
- University Degree in Business or Public Administration, or related fields is desirable.
Experience:
- At least 4 years of progressive experience in travel management and related fields.
- Experience in the usage of computers and office software packages. Knowledge of G-Suit applications is an asset.
- Experience in the usage of the ERP systems is an asset.
Language Requirements:
- Fluency in English is required.
- Working knowledge of another official UN language is desirable.
Think big. Meet challenges head-on. Help people build better lives.
UNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. Click apply and join us!
Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.
Please apply on the official website using the link(s) below
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