2xTravel Assistant, GS-5, Fixed Term, Administration Unit, Supply Division (#18634 & #96128)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 4,122 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up.

For every child, dedication

UNICEF's supply and logistics headquarters - Supply Division - is located in Copenhagen, which is also home to the largest humanitarian warehouse in the world. About a half of the 1000 colleagues are housed in Supply Division, Copenhagen with areas of expertise including logistics, procurement, warehouse management, product innovation, market insights, finance, pharma, nutrition, vaccines, cold chain and health technologies and engineering. Over 1000 colleagues work in the Supply Function across 97 countries and 173 offices and form the Supply Community.

The two Travel Assistant positions are based in the Administration Unit of Supply Division. The unit supports UNICEF’s work for children by providing services in the areas of transport and travel, facilities management, general administration, staff safety and security; and meeting coordination.

How can you make a difference?

For dedicated self-starters and solution-oriented colleagues, we offer a small yet very visible team of diverse backgrounds and common passion for finding, creating and implementing solutions.

In more details and under the supervision of the Administration Manager, the Travel Assistant is responsible for the proper execution of all duties related to the provision of travel services for both duty and entitlement travel within Supply Division, in compliance with applicable policies and procedures:

Main Duties/Responsibilities:

1. Communicates with travelers and other stakeholders on various travel related matters.
2. Reserves air travel, arranges ticketing and collaborates with travel agency for best fares.
3. Verifies, checks and certifies agency invoices, follows-up on ticket refunds as needed.
4. Prepares SAP Travel Authorizations, signatures to validate the TA and maintains copies of all documents.
5. Processes all required documentation for post travel claims.
6. Processes visas and arranges letter and follows up on UNLP issuance and renewal.
7. Reserves hotels for individual and groups in Copenhagen.
8. Maintains and updates UNICEF SD Intranet Travel Information page.
9. Assists International staff with unaccompanied shipment of household/personal effects.
10. Maintains contacts with travel and hotel sales representatives.
11. Performs additional duties required by supervisor due to exigencies of the work.

To qualify as a Champion for every Child you will have…

Required:

• Completion of secondary education

• Minimum 5 years of administrative experience with booking systems in a travel agency/airline or in a travel section of an international organization or a large private company.

• Demonstrated knowledge and experience in digital/online travel booking system, e.g. AMADEUS or similar

• Proficiency in MS Office, specifically Word and Excel.
• Fluency in English.

Desirable:

• Knowledge of travel rules and regulations according to IATA.
• Working knowledge of UN policies and procedures
• Experience with ERP, SAP and preferably VISION
• Proficiency in another UN language (Arabic, Chinese, French, Russian, Spanish)
• Knowledge of Danish

NOTE: UNICEF staff members globally (on FT- Continuing- and Permanent appointments) and applicants who are EU nationals or in possession of a valid work permit for Denmark (at the time of submitting the application) are eligible to apply. General Service (GS) staff are personally responsible for any travel and accommodation arrangements and UNICEF will not cover any costs related to relocation.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://www.unicef.org/careers/getprepared#Values

UNICEF competencies required for this post are… (1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone*, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.*

We offer a wide range of benefits to our staff*, including paid parental leave, breastfeeding breaks and* reasonable accommodation for persons with disabilities*. UNICEF strongly encourages the use of flexible working arrangements.*

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

This Vacancy Announcement is open to all (internal and external candidates)

The closing date of this position is 15 October 2023

Please be informed that all applications to UNICEF are handled via UNICEF's online recruiting system. You can apply to the above position by creating your profile, and application at our web site: https://jobs.unicef.org/en-us/listing/

Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process. Queries can be directed to Louise Pedersen at lpedersen@unicef.org.

Visit us at www.unicef.org/supply/