Travel Assistant, GS-5, Administration Unit, UNICEF Supply Division, Copenhagen

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 4,143 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's supply and logistics headquarters - Supply Division - is located in Copenhagen, which is also home to the largest humanitarian warehouse in the world. About a half of the 1000 colleagues are housed in Supply Division, Copenhagen with areas of expertise including logistics, procurement, warehouse management, product innovation, market insights, finance, pharma, nutrition, vaccines, cold chain and health technologies and engineering. Over 1000 colleagues work in the Supply Function across 97 countries and 173 offices and form the Supply Community.

For every child, commitment

The Administration Unit of the Supply Division, Copenhagen supports UNICEF’s work for children by providing services in the areas of transport and travel, facilities management, general administration, staff safety and security, and meeting coordination.

How Can You Make a Difference?

Under the supervision of the Administration Manager, the position is responsible for the proper execution of all duties relating to the provision of travel services for both duty and entitlement travel within Supply Division, in compliance with applicable policies and procedures.

This position is situated in the Administration Unit of UNICEF Supply Division (Copenhagen, Denmark).

The position reports to the Administration Manager.

Key functions and accountabilities:

• Responds to verbal/written travel related queries; reviews travel requests, consults staff by e-mail / visit and recommends feasible and most economical routings.
• Facilitates urgent cases/changes/amendments, including during off-office hours if needed in the context of emergencies driven duty travel.
• Pro-actively informs travelling staff of visa, security/medical clearance requirements.
• Reserves air travel for duty travel, repatriation, transfer, home and family visit, education grant travel, along with travel arrangements for consultants, candidates and new recruits’ resident in Denmark upon request from NY Headquarters.
• Arranges ticketing for at times complicated itineraries through the use of the current travel system Amadeus and collaborates with the external travel agency as needed on itineraries and fares.
• Verifies, checks and certifies agency invoices, follows-up on ticket refunds to ensure that all credits due are received in timely manner.
• Prepares SAP Travel Authorizations (TA), obtains required approvals to validate the TA. Maintains electronic copies of all documents, forward to Financial Management Center for payment processing.
• Processes travel claims: Reviews completion of documentation, verifies itinerary against actual travel, checks stopovers, calculates misc. claims/hotel overage, and acquires certification of such as required.
• Processes Visas for outside of the duty station, (advice requirements, application, photos, letter, coordinate transport, and telephone contact). Arranges letter and follows up on UNLP issuance and renewal.
• Maintains and facilitates the use of an on-line booking tool for direct bookings by staff as per Long Term Agreement for travel agency services, including providing for support/advise to staff in the usage of the system.
• Reserves hotels for individual and groups in Copenhagen. Coordinates Hotel Directory.
• In compliance with established rules and regulations, assists International staff with unaccompanied shipment of household/personal effects.
• Performs various administrative and operational tasks in support of Admin Unit work, including various finance, procurement, budget and assets management roles.
• Actively participates and drives various greening, ecological and sustainability initiatives related to travel, premises, workplace quality and others as related.
• Performs additional duties required by supervisor due to exigencies of the work.

To qualify as a Champion for every Child you will have…

Required:

• Valid work permit and residency in Denmark at the time of submitting the application. Note that the selected candidate is responsible for obtaining any required extension of their residence permit as such an extension cannot be dependent on an employment with UNICEF
• Completion of secondary education
• Minimum 5 years of administrative experience with booking systems in a travel agency, airline or in a travel section of an international organization or large private company.
• Demonstrated knowledge and experience in Amadeus GDS.
• Familiarity with ERP systems.
• Proficiency in MS office, specifically Word and Excel.
• Fluency in English.

Desirable:

• Knowledge of travel rules and regulations according to IATA.
• Working knowledge of UN policies and procedures
• Experience in working with SAP.
• Proficiency in another UN language (Arabic, Chinese, French, Russian, Spanish)
• Knowledge of Danish.

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and our core competencies as follows:

Core competencies skills

• Builds and maintains partnerships
• Demonstrates self-awareness and

ethical awareness

• Drive to achieve results for impact
• Innovates and embraces change
• Thinks and acts strategically
• Manages ambiguity and complexity
• Works collaboratively with others

To view our competency framework, please click 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.

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.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

Remarks

The closing date of this position is 14 November 2021

Please be informed that all applications to UNICEF are handled via UNICEF's online recruiting system. You can apply to the above position by creating your profile, and application at our web site: https://jobs.unicef.org/en-us/listing/

Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process. Queries can be directed to Lasse Semler at lsemler@unicef.org.

Visit us at www.unicef.org/supply/