Administrative Assistant – Travel and Registry

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Under the supervision of the Administrative Associate, the Administrative Assistant provides travel and registry related services in a large Country Office ensuring high quality and accuracy of work in order to obtain the optimum travel services. He/she analyses and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel and registry. The Administrative Assistant closely monitors travel expenditures, mail management, registry and internal cost and ensures their timely and accurate billing, settlement and cost recovery. The Administrative Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

Summary of Key Functions:

• Implementation of operational strategies • Support to travel management processes. • Maintenance of registry system • Effective mail management and cost recovery on Pouch Operations

1. Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of UN/UNDP rules and regulations, policies, and strategies on travel management. • Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary.

2. Supports travel management processes for CO and at the request of other Agencies focusing on achievement of the following results:

• Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price. • Provision of information to the staff on travel including entitlements, travel route and hotel arrangement. • Provide information on hotel for visiting UN/UNDP officials. • Processing requests for visas for all UN travellers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.

3. Ensures maintenance of registry system focusing on achievement of the following results:

• Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System • Opening of new subject files as required and disposal of old files in accordance with the established retention schedule. • Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents. • Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files • Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files. • Preparation of correspondence and reports related to registry activities. • Supervision of the Registry support staff • Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff

4. Ensures provision of effective mail management and cost recovery on Pouch Operations focusing on achievement of the following results:

• Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer. • Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for. • Proper prorating and billing of user agencies.

Impact of Results:

The key results have an impact on the execution of the CO travel services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of efficient and first-class travel services.

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision, and values. • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies

Knowledge Management and Learning • Shares knowledge and experience. • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness • Ability to perform a variety of standard specialized and non-specialized tasks related to visa application, ticketing and sourcing, hotel reservation, transportation, and customs clearance. • Ability to review a variety of data, identify and adjust discrepancies, identify, and resolve operational problems. • Ability to perform work of confidential nature and handle a large volume of work. • Good knowledge of administrative rules and regulations • Strong IT skills • Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management • Focuses on result for the client and responds positively to feedback. • Consistently approaches work with energy and a positive, constructive attitude. • Remains calm, in control and good humoured even under pressure

the areas of administration, procurement, or travel service.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web-based management systems.

Kampala is the capital city of Uganda with good living conditions and accessibility to all social amenities.