Administrative/Travel Assistant (Retainer)

Contract

This is a LICA-4 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 4 years of experience, depending on education. More about LICA-4 contracts.

Background Information - Job-specific

AUMCO

The Austria Multi-Country Office (AUMCO) was set up in August 2019 as a part of the UNOPS Europe & Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on: - Infrastructure - Procurement - Project Management (full service, back on track) - HR and Transactional Services - Grant Management - Technical and Advisory Services

Functional Responsibilities

Under the guidance and direct supervision of the Support Services Manager, the Administrative Travel Assistant is responsible for the effective delivery of travel and admin 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;
• 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.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: ICA

Contract level: Local ICA Support - LICA-4 Contract duration: This is a retainer contract modality. The selected candidate will be requested to work based on demand.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.