Travel Assistant (MTGS)(G5)

Organizational Setting

The Department of Management (MT) provides a ‘platform of services’ that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”.

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS). The Transport and General Support Section is responsible for the co-ordination of the IAEA's travel requirements in conjunction with the Agency's Travel Management Company. It also manages official shipments, household goods removals, IAEA official vehicles and drivers, the processing of duty travel visas and residency permits for staff, consultants and interns. The Section also provides housing services to IAEA staff and, as a courtesy, to other UN staff and members of the diplomatic corps in Vienna.

Main Purpose

Under the supervision of the Travel Unit Supervisor, the Travel Assistant regularly reviews ticketing/airfare performance, fare information and tickets provided by the Travel Management Company (TMC) to assure adherence to the IAEA's policies. In a customer-service atmosphere, assists the Travel Unit Supervisor in providing travel advice and assistance to Agency staff regarding all aspects of travel, including use of the AIPS travel module, Amadeus travel booking system and adherence to the IAEA's relevant regulations, rules and policies; Assists with ticket refunds and determining amounts for ticket reimbursements.

Functions / Key Results Expected

Regularly review ticketing/airfare performance, fare information by the TMC and tickets provided through UNDP with a view to assure adherence to the IAEA's policies and to seek to minimize travel costs before travel occurs.

Provide pre-travel advice and assistance to Agency staff on a day-to-day basis and in emergency situations regarding staff and non-staff travel entitlements, including use of the AIPS travel module in adherence to the IAEA's relevant regulations, rules and policies and liaison with MTBF for payments.

Review exceptions to travel policy, ensure quality control and liaison on car rental issues, clear common staff cost travel entitlement quotations, clear UNDP faxes for air travel and invoices for car rental, calculate reimbursements and track and report on ticket refunds.

Assist the Unit Supervisor in circulating and coordinating the Agency's travel requirements among the Departments and the Agency's TMC as well as other tasks assigned by the Unit Supervisor. Serve as back-up to the Unit Supervisor in his/her absence.

Attend meetings and prepare correspondence regarding travel matters. Assist with developing or revising procedures for the travel functions.

Competencies and Expertise

Core Competencies

table { border-collapse: collapse; } table, th, td { word-wrap: break-word; valign="top"; } Name Definition Planning and Organizing Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans. Communication Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions. Achieving Results Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned. Teamwork Actively contributes to achieving team results. Supports team decisions.Functional Competencies

Name Definition Analytical thinking Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. Resilience Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.Required Expertise

Function Name Expertise Description Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Basic knowledge of the MS Office package, which is used by the IAEA. Administrative Support Travel Management UN experience and familiarity with the travel regulations, rules and procedures of the Agency is desirable. General Services Travel Management Excellent knowledge of the travel industry, including IATA fares and the travel booking system, Amadeus mandatory.Qualifications, Experience and Language skills

Completed secondary education.

A minimum of 5 years of relevant experience in the travel industry mandatory.

Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, German, Russian and Spanish) is an asset.

English language test (level 2) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 47422 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. ------------------------------------------------------------------------------------------------------------------------------------------------------------- Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above. -------------------------------------------------------------------------------------------------------------------------------------------------------------