Travel and Visa Support Assistant

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.

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.

UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Multi-Country Office (MCO) covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office’s next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace.

Within the Pacific MCO, the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and MCO transactions support. The team further provides demand driven Common Services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.

UNDP Pacific Office has offices, a main office in Fiji and two sub offices in The Solomon Islands and the Federated States of Micronesia. The position will be based in the Fiji office. Under the guidance of the Operations Manager, Fiji Office and with direct supervision of the Administrative Analyst, the Travel and Visa Support Assistant works closely with the G5 Travel Assistant, to support on processing of travel and visa requirements of UNDP and the UN Agencies it supports.

Within the delegated authority and under the supervision of the Administrative Analyst, Fiji or his/her designated mandated representative(s), the UNV Travel and Visa Support Assistant will:

· Support implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.

o Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.

o Provide inputs to preparation of administrative team results-oriented workplans.

· Provide support for Travel and Visa Management and Administration

o Review and certification of travel requests and travel claims

o Review and verify invoices for all travel undertaken by the office and submit for payment processing.

o Receive, verify, and log requests for visas, work permits, and exemption permits lodgements for both UNDP and other UN Agencies (Non-Quantum)

o Process visa/protocol requests through preparing UNDP support letters and making necessary arrangement for requests to be dispatched to government authorities

o Monitor visa and follow up on visa applications and upcoming expiry of the work/exemption permit

o Prepare routine correspondence (note verbale) in support of mission travel through visa required countries

o Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.

· Provide support for effective financial control in the Fiji office of the MCO

o Collate and enter costs in Quantum for necessary service fees recovery for visa/protocol services

o Assist with the review travel authorizations, documentation, and payments.

o Check and ensure that invoices submitted by travel agent are error free and has accompanying appropriate supporting documents for timely processing and payments.

o Reconciliation of settlements to be paid by the Finance Unit.

o Generate regular reports from Quantum for sharing with management and the office

o Support the travel focal point with hotel reservations and process requests for visas, ID cards and other relevant documentation for UN/UNDP officials, if necessary.

· Provide appropriate and required administrative and logistical services to the Fiji office, as assigned.

o When requested, collect information for DSA, travel agencies and other administrative surveys.

o Maintain files and records relevant to office maintenance and for the Administrative Unit.

o Provide administrative support to organization of conferences, workshops, retreats.

o Prepare routine correspondence, memoranda, and reports in accordance with the MCO SOP.

· Support knowledge building and sharing in the office.

o Help organize and participate in training for the operations/projects staff on administration.

o Provide sound contributions to knowledge networks and communities of practice.

· Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

· Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);

· Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;

· Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.

· Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;

· Assist with the UNV Buddy Programme for newly arrived UN Volunteers;

· Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

· Professionalism: demonstrated understanding of operations relevant to UNDP; technical capabilities or knowledge relevant or transferrable to UNDP procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; · Integrity: demonstrate the values and ethical standards of the UN and UNDP in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;

· Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;

· Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

· Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;

· Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;

· Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;

· Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNDP’s mission and vision, as well as to the UN Core Values.

administration and management, or other relevant programmes at the national and/or international level; experience with travel and booking is an asset, as is experience working in the UN or other international development organization;

· Certifications in Administration and Procurement are desirable;

· Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;

· Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;

· Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;

· Have affinity with or interest in administration, volunteerism as a mechanism for durable development, and the UN System.

The overall security situation in Fiji remains calm and stable with hazards and petty crime the primary impactors on UN personnel, property, and programmes. The months of November – April are usually the wetter months in Fiji and the months of May – October are the dry season and is less humid. Accommodation, food/water/electricity, medical facilities, and banking facilities are available in Suva. Air travel will be done from the airports in Suva-Nausori or Nadi.

The Fijian dollar is the basic unit of currency. Normal banking hours for Fiji are from 9:30am to 4:00pm, Monday – Friday. In Fiji, ATMs are located around the country and at larger resorts and hotels which accepts International Mastercard.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.