Travel Consultant

Consultant

Overview

Manage travel arrangements for UN Women and consultants.

You have:

• Bachelor’s degree in Business, Finance, Public Administration or relevant field.
• A minimum of 3 years of progressively responsible experience in travel, administration, operations or related area is required.
• Experience in UN administrative and programme support services.
• Experience in ERP system and processes such as SAP, Peoplesoft, and Oracle.
• Fluency in English, both written and oral.
• Knowledge of the UN and/or UN Women Procurement Policy/Procedures and Financial Rules and Regulations is an asset.
• Strong customer-service mindset and ability to provide help desk support.
• Ability to plan, organize, prioritize and control resources, procedures and protocols to meet the demand.
• Experience in the organization of workshops and training is an asset.

Contract

This is a National Consultant contract. More about National Consultant contracts.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls, the empowerment of women and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Travel Consultant will be responsible for managing the travel of UN Women staff and non-UN Women staff (including, but not limited to, consultants, meeting participants, and other individuals) and undertake all related travel arrangements including initiating travel process in corporate Travel application. The services will be provided remotely to a sub-set of designated UN Women offices/sections within the organization.

The approximate level of remuneration would be in the range of ICSC-8 level (subject to adjustment).

Duties and Responsibilities

Duties and Responsibilities

• Provide general travel administration support to ensure that all demands are met as appropriately and efficiently as possible.
• Manage the travel of UN Women staff and non-UN Women staff (consultants and meeting participants), undertake all related travel arrangements, including liaising with a travel agent, obtaining the quote, and booking the tickets.
• Review and ensure that the information on the travel entitlements, itinerary and travel details on the Travel Request (TR)/ Travel Claim (TC) is correct and that the calculations of the amounts payable/receivable are in accordance with the Duty Travel Policy and the Financial Rules of UN Women.
• Notifying and providing support to Delegated Authority(-ies) on approval of Purchase Orders and Invoices for relevant payments.
• Advise the traveller on the application of the Duty Travel Policy of the UN Women and ensure all mandatory documents, such as the approved travel plan, travel itinerary, quote, UNDSS security clearance etc., are uploaded to the corporate Travel application.
• Liaise, as needed, with other team members and travellers globally to ensure input is being provided and follow-up steps are taken;
• Provide technical assistance and support to users with the Travel application and other relevant systems;
• Support with setup and administration of traveller profiles, travel plans, travel requests, travel claims and other information in the database of Quantum ERP and the corporate travel application.
• Support in preparing reports and data gathering for corporate reporting activities on a regular and as-needed basis.
• Liaise with travellers in case of negative/positive travel claims to ensure timely processing of invoices, credit memos etc.
• Assist with adapting standardized travel documents to regional and country-specific contexts and help, to the extent necessary, translate, regionalize and localize relevant travel documents, tools, templates, instructions, SOPs and guidance notes.
• Provide support for creating technical documentation, including guidance documents and capacity-building offerings for users of the Travel application.
• Support the user acceptance testing and quality assurance efforts of any new travel-related solutions and systems.
• Ensure compliance with UN Women procurement and duty travel policies, procedures and any relevant regulations/rules;
• Perform any other duty to support travel operations entrusted to the Procurement Section at UN Women Headquarters.
• Provide inputs into communication, support and technical guidance materials, when relevant, and help, to the extent necessary, translate, regionalize and localize messaging and communication and training products.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability

Required Skills and Experience

Academic Education

Bachelor’s degree in Business, Finance, Public Administration or relevant field;

Minimum years of relevant Work experience

A minimum of 3 years of progressively responsible experience in travel, administration, operations or related area is required;

Required skills and competencies

Experience in UN administrative and programme support services

Experience in ERP system and processes such as SAP, Peoplesoft, and Oracle.

Strong customer-service mindset and ability to provide help desk support.

Ability to plan, organize, prioritize and control resources, procedures and protocols to meet the demand.

Experience in the organization of workshops and training is an asset.

Knowledge of the UN and/or UN Women Procurement Policy/Procedures and Financial Rules and Regulations is an asset.

Required Language(s)

Fluency in English, both written and oral.

Knowledge of another official United Nations language is desirable.

Apply now

Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: jobs.undp.org