Internal and External vacancy announcement: Administrative Assistant Travel, GS5, Maputo, Mozambique, TA

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 1,721 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, hope

How can you make a difference?

How can you make a difference?

Under the general supervision of the Administrative Officer and in support of a large operation, prepares and processes documentation for travel of United Nations staff members and dependents, consultants and participants to meetings. This position is responsible for processing travel authorizations and claims in a timely fashion and facilitates smooth travel for both staff members and counterparts.

Summary of key functions/accountabilities:

1. Travel and operational support services provided to the Administrative Officer and staff to facilitate smooth running of the Office and effective processing of travel and information.
2. Professional image projected through in-person and telephone interaction. Discretion exercised with confidential information and complex sensitive subject matter.
3. Knowledgeable delivery of quality services contributing to achievement of work objectives.
4. Well managed and effective travel operations, systems and procedures facilitates team work and the work of the office.

Summary of key functions/accountabilities:

• Processes ALL Travel Authorizations in accordance with the VISION Table of Authorities, requests travel Agents for price quotation, determines applicable class of travel, calculates number of days in travel status, and converts quotation to US dollars and ensure that payment requests are processed as soon as possible, especially when it involves international travel.
• Verifies travel claims against authorized travel with regard to actual routing and duration of stay and processes ALL travel claims in a timely fashion, maintains a register of all travel claims as they arrive in the office, ensures that they do not take longer than two weeks in the office before processing the settlement and follows up on Claim submissions should there be delays of later than the two-week deadline.
• Upon approval by the Administrative Specialist, purchases of all air tickets with established LTA Travel agents, according to UNICEF Rules and Regulations, ensures that the Travel Agent issues the tickets on time, creates a database for recording ticketing price differences and makes timely payments for Air tickets.
• Advises staff on visa and vaccination requirements of countries to be visited and ensures that application forms are completed correctly with accompanying material.
• Files all TAs and related travel Documents in the correct Files and updated.
• Compile periodic statistical travel reports.
• Timely processing of Car Rental Requests.
• Compile all Car rental invoices and follow up with sections for payment
• Undertakes any other duties assigned by the supervisor.

To qualify as an advocate for every child you will have…

• Completion of secondary education, preferably supplemented by technical or university courses related to Travel Management and knowledge of Travel software like the OAG is required.
• A minimum of 5 years of operational, travel and administrative work experience is required.
• Training with travel related work such as with an airline or travel agency is required.
• Knowledge of United Nations travel rules and practices is an asset.
• Knowledge of standard tools and references of the travel industry.
• IT Skills – Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.
• Office Management Skills – Six years of office support work experience, including, organizing and supervising the whole range of travel support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints
• Fluency in English and local language of the duty station is required.

For every Child, you demonstrate...

UNICEF’s values of Care, Respect, Integrity, Trust, Accountability, Sustainability (CRITAS) and core competencies in the following:

• Builds and Maintains Partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Manages ambiguity and complexity
• Thinks and acts strategically
• Works collaboratively with others
• Nurtures, leads and manages people

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: competency framework here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. 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.

There will be no relocation package offered for this post. The successful candidate will be responsible for his/her own relocation and settlement in the city where the post is based.

There is a salary calculator tool for local staff through this link (https://info.undp.org/gssu/onlinetools/SalCalcLocal/SalCalcLocal.aspx). Please run simulations for an estimate of monthly and annual salary based on the post’s level and location. When running the simulation, please select Mozambique (NEW) as the Duty Station.