Travel Assistant

Volunteering Admin Logistics & Procurement

Overview

Provide high quality travel services for UNDP IRH and BIOFIN.

You have:

• Relevant and progressively responsible experience in the areas of administration, procurement and/or travel service is required.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of web-based management systems such as ERP.
• Experience in handling of web-based management systems is desirable.
• Prior experience with a travel agency is an asset.
• Specialized training in event management and travel is desirable.
• Fluency in English and Turkish is required.
• Knowledge of Russian or other language spoken in Europe and the CIS region would be an asset.

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 Travel and Events Analyst, the Travel Assistant provides travel related services in the UNDP IRH ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services. She/he analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex travel related issues. The Travel Assistant closely monitors travel expenditures and internal costs, and ensures their timely and accurate billing, settlement and cost recovery. The Travel Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

The Travel Assistant works in close collaboration with UNDP IRH Programme and Operations teams, local and national government officials, airlines and other travel vendors/agencies to ensure consistent service delivery.

The position is cost-shared with the BIOFIN (Biodiversity Finance Initiative) team, part of UNDP's Nature, Climate and Energy Unit, under UNDP's Bureau for Policy and Programme Support (BPPS), which is based in Istanbul, and will support necessary travel arrangements for BIOFIN team globally.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

1) Support in implementing operational strategies and processes for high quality and cost-effective travel management for the UNDP IRH, projects and at the request of other Agencies in full compliance with UN/UNDP rules, regulations and policies: • Provide information to staff on travel including entitlements, travel route and hotel arrangements. • Process travel authorizations and claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and competitive prices. • Process travel transactions (tickets and DSA) in ERP (UNALL and Quantum). Check on availability of budget and follow up with respective requesting teams in case of issues.
• Prepare and send travel packages (including logistics note, invitation, and authorization letters) for participants of global and regional events. • Facilitate processing of payments to travel vendors and agents. • Follow-up on Travel Claim (F-10s) submission. • Provide support and guidance to Country Offices’ travel focal points as required in connection with organization of events. • If requested, make hotel reservations for visiting UN/UNDP officials and support in arranging for airport pick-up of high-level officials. • Maintain records and provide information to finance unit on cost-recovery of services provided to other Agencies or units outside of IRH and BIOFIN. • Prepare routine correspondence, memoranda and reports as needed by IRH and/or BIOFIN.

2) Support implementation of cost-competitive sourcing strategy in the Country Office: • Support in collecting and analyzing information on market situation in travel service area. • Support in conducting surveys and biddings of travel services. • Support the conducting of Daily Subsistence Allowance (DSA) surveys and hotel surveys.
• Analyze and prepare reports on most competitive prices and service quality of hotels.
• Submit reports to HQ and distribute Hotel list to all UN agencies. • Implement cost saving measures through negotiation with travel service provider, arrangement of the most economic route, and appropriate itinerary. • Providing inputs to prepare LTAs for travel and hotel services on behalf of UN Agencies. • Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.

3) Support knowledge building and knowledge sharing in the Country Office: • Participate in and assist in organizing training for the programme, operations and projects staff on procurement and travel. • Make sound contributions to knowledge networks and communities of practice.

4) Support in organization of global and regional events: • Support the organization of Global and Regional Meetings and Events. • Assist in procurement processes for events as required. • Prepare and maintain a list of participants to events. • Share event materials and documentation with event participants. • Coordinate event services with relevant providers (i.e. interpretation, etc. • Ensure proper technical set-up is in place for virtual/hybrid events.

The UN Volunteer performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Core Competencies: - Achieve Results - Think Innovatively - Learn Continuously - Adapt with Agility - Act with Determination - Engage and Partner - Enable Diversity and Inclusion

Cross-Functional and Technical Competencies: - Administration & Operations - Business Management

relevant and progressively responsible experience in the areas of administration, procurement and/or travel service is required. - Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of web-based management systems such as ERP. - Experience in handling of web-based management systems is desirable.
- Prior experience with a travel agency is an asset. - Specialized training in event management and travel is desirable.
- UN or UNDP Procurement Certification programme is an asset. - Previous experience with the international organizations is an asset. - Experience in managing negotiations with travel service provider is an asset. - Experience in managing Coordination of necessary logistical services with outsourced support, arrangements for visa issuance, hotel reservations, transportations is an asset. - Experience in preparation of routine correspondence like note verbal, invitation letter, etc. and reports is an asset. - Experience in conducting surveys/biddings of travel and hotel services is an asset. - Fluency in English and Turkish is required. Knowledge of Russian or other language spoken in Europe and the CIS region would be an asset.

The UN Volunteer will be based in Istanbul (center in European Side) and responsible for arranging her/his own housing and other living essentials. The full entitlements at the duty station: https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service: https://explore.unv.org/cos

Summary of National UN Volunteer (Specialist) Entitlements: (paid in local currency)

• Current Monthly Living Allowance (MLA) is USD 1,360 (paid in Turkish Lira) • Private insurance: Health, dental, life and dismemberment (coverage by CIGNA) As per UN’s diplomatic mission status, it is not included in National Security Institution’s (SGK) system but can be only initiated on private basis. • Entry allowance: USD 400 • Exit allowance: USD 113 per month and upon the satisfactory completion of assignment • Annual leave: 2.5 days accrued per calendar month • Free access to different learning platforms and UN & UNV network

Notes: 1) The allowances are in no way to be understood as a compensation, reward or salary in exchange for the volunteer work. 2) It's important to note that UNV assignments are volunteer assignments, not employment.

The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment, and contractual type and category, the payment of allowances will begin from the date of Commencement of Service For more information on entitlements please read the Condition of Service (https://explore.unv.org/cos). Please note that the amounts can vary according to fluctuations of the monthly post adjustment.

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org