TRAVEL ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting This position is located within the Human Resources Unit in the United Nations Verification Mission in Colombia (UNVMC), with duty station Bogota. The Travel Assistant reports to the Chief Human Resources Unit.

Responsibilities Under the general supervision of the Chief Human Resources Officer, the Travel Assistant FS-5 carries out the following duties:

• Assist the Chief Human Resources Officer in performing the day-to-day functions of the Travel Unit and co-ordinate all travel related matters within the field mission; supervise a junior Travel Assistant.
• Oversee the administration of all official field mission travel.
• Oversee and review the work of a junior Travel Assistant for accuracy and correct application of the relevant rules and regulations.
• Review travel claims and supporting documentation for completeness, accuracy, validity, and conformity with United Nations rules prior to forwarding them to the Finance and Budget Unit.
• Create Travel related Funds Commitment documents and prepare the status of allotment and Funds Commitment Report using Umoja.
• Coordinate with the Finance and Budget Unit, regarding reimbursement of travel which took place after the financial period was completed. Associate claims with travel authorizations or other obligation documents. Prepare amendments to existing obligation documents as and when required. Ensure validity of budget allotment and object expenditure codes assigned.
• Review the automated information management system and ensure that no claim is duplicated and that arrangements are made to collect charges for any deviation from the authorized itinerary and shipment allowance in excess of entitlements.
• Establish reimbursable amount for each item and prepare a memorandum to the Finance and Budget Unit requesting payment for the costs of transportation and excess baggage.
• Produce reports in Umoja; analyze and prepare evaluation of current claims procedures and policies.
• Coordinate with appropriate office for clarification or additional information and meet with officials from substantive offices in order to discuss the details of particular claims, and to explain the nature of problems, delays and backlogs.
• Verify that services provided by the airline authorities are rendered satisfactorily and in accordance with the contract before processing invoices for payment.
• Ensure that the established Invitation to Bid (ITB) system is complied with and that the airline tickets are purchased at the most competitive market prices.
• Compile data and information and prepare travel related reports using Umoja on a regular basis.
• Coordinate all official travel initiated via the United Nations aircraft.
• Liaise and coordinate with substantive offices to identify proper obligation documents.

• Perform other duties as required.

  Competencies Professionalism: -Thorough knowledge of travel related processing requirements; good understanding of SAP Travel modules; ability to apply sound judgment in the context of assignments given; ability to analyze data, plan, manage and resolve conflicting priorities. -Shows pride in work and in achievements. -Demonstrates professional competence and mastery of subject matter. -Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. -Is motivated by professional rather than personal concerns. -Shows persistence when faced with difficult problems or challenges. -Remains calm in stressful situations. -Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement, of women and men in all aspects of works.

Planning & Organizing: -Develops clear goals that are consistent with agreed strategies -Identifies priority activities and assignments; adjusts priorities as required -Allocates appropriate amount of time and resources for completing work -Foresees risks and allows for contingencies when planning -Monitors and adjusts plans and actions as necessary -Uses time efficiently

Client Orientation: -Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view -Establishes and maintains productive partnerships with clients by gaining their trust and respect -Identifies clients' needs and matches them to appropriate solutions -Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems -Keeps clients informed of progress or setbacks in projects -Meets timeline for delivery of products or services to client.

Education High school or equivalent diploma is required.

Job - Specific Qualification Technical or vocational certificate in the field of business administration or travel and related matters or related fields is required.

Work Experience At least 8 years of progressively responsible experience in the field of travel related matters is required.

Experience in SAP Travel Module and experience as Travel Processing Officer (TPO) is required.

Working experience processing large groups of travelers or meeting participants in SAP Travel Module or similar system is desirable

Experience working in a conflict or post-conflict setting for the United Nations or an International Organization is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English and Spanish is required. Working knowledge of other UN languages is desirable.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice This post is funded for an initial period of one year and may be subject to extension. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Candidates interested to work for the United Nations Verification Mission in Colombia may wish to check out our Realistic Job Preview videos to get an idea of the living and working conditions in different duty stations in Colombia.: https://www.youtube.com/playlist?list=PL-8SCkVjg-e3073SwTDG1VQf1oLTWfUQ4 The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 28 February 2021, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei, Darussalam, Cabo Verde, Cambodia, China, Comoros, Cuba, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome, and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.