TRAVEL ASSISTANT

Org. Setting and Reporting

This position is located in the Human Resources Section of the United Nations Support Mission in Somalia (UNSOS) based in Nairobi. The Incumbent will report to the Human Resources Officer, Team Leader for Client and Specialist Support Services.

Responsibilities

Within the delegated authority, the Travel Assistant will head the Travel, Visa and Shipment Unit, and will be responsible for the following duties:

• Assist in performing the day to day functions of the Travel and co-ordinate all travel related matters within UNSOS and UNSOM . • Oversee the administration of all official travel, official shipments and incoming and outgoing shipments of personal effects, including the processing of requests for border clearance and the coordination of insurance coverage for all official and personal effects shipments. • Oversee and review the work of junior Travel Assistants 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 Section. • Create Travel related Funds Commitment documents and prepare the status of allotment and Funds Commitment Report using Umoja. • Coordinate with the Finance Section, 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 Section requesting payment for the costs of transportation and excess baggage. • Plan and process travel related activities in respect of ATMIS personnel and other categories of non-staff from arrival to end of Tour of Duty. • Coordinate travel on Medical Evacuation and related entitlements . Coordinate repatriation of human remains • Provide technical guidance on all travel category in line with the Service Level Agreement and Mission's authorities. • Oversee the visa processes, provide Board of Inquiry and Audit responses; implement recommendations related to travel and payment of Uniformed Personnel entitlements. • Coordinate response to Mission and Senior leadership travel expenditures and compliances versus Mission Travel Budget. • Communicate key policy changes to clients and all stakeholders without delay. • Supervise payment of Monthly Substance Allowances (MSA) and Budget projection of the approved strength for Government Provided Personnel (GPP) who are deployed to UNSOM in coordination with the Mission Budget and Finance Section; to be made available prior to the end of each six-month. • Train and coordinate with Travel/ Shipment Approvers (TSAs) at the Mission level • Perform Travel Processing Officer (TPO) tasks for the Missions. • Oversee Entitlement and HR travel processes with RSCE Travel Service Line and ensure KPIs are full respected. • Ensure Official Business including emergency travels for Senior Managers and visiting VIPs are processed within existing policies • Advise Staff Members on internal and external Travel process • Advise clients, Uniformed and Civilian, and ensure strict implementation of Policy on Standard of accommodation for air travel. • Advise CHRO and CORM on all staff and non-staff Travel related policies. • Performs other duties as required.

Competencies

Professionalism:

Extensive training in the Organization’s human resources management practices, policies and procedures, especially related to post management; skills in databases, ERP and other Human Resources Systems. 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 work.

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 product 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.

Certification in Travel (Local Process Expert) is desirable.

Extensive training in human resources management practices, policies and procedures is desirable.

Work Experience

At least 8 years of progressively responsible experience in the field of travel related matters, preferably 3 years’ experience in the UN system is required.

Experience in supervising Travel/Visa services, Uniformed and Government Provided Personnel is desirable.

Experience in web based databases and ERP Systems is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.