TRAVEL OFFICER

Contract

This is a FS-6 contract. This kind of contract is known as Field Service. It usually requires 10 years of experience, depending on education. More about FS-6 contracts and their salaries.

Org. Setting and Reporting The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

Under the strategic guidance of the Department of Operational Support (DOS), the Kuwait Joint Support Office provides efficient and client-oriented services with the goal of moving transactional, non-location dependent administrative functions from its client entities. These include transactional elements of human resources, finance, travel and payroll.

This position is located within the Travel Management Unit of the Kuwait Joint Support Office (KJSO). The Travel Officer/Chief Travel Unit reports directly to the Deputy Chief of KJSO.

The incumbent is expected to manage all activities of the Travel Management Unit within the KJSO including the management of staff and budgeted resources. The incumbent will serve as the principal advisor to the Chief of KJSO on all travel related matters.

Responsibilities The Travel Officer will be responsible for the performance of the following duties: Administration of travel - In collaboration with other UN entities, as appropriate, participate in the specification of requirements for, as well as the selection, contract administration and performance evaluation of travel management services provider(s), to ensure efficiency in meeting the needs of the clients. - Liaise with all relevant actors to forecast and establish service requirements for all official travel, identify priorities, and schedule work and appropriate workflows between divisions and the Travel team. - Organize arrangements for hotel bookings, visas and vaccination requirements for staff attending sessions of Conferences of the Parties, subsidiary bodies, other constituted bodies and travelling on any other mission; obtain approval for special or ad-hoc DSA rates. - Oversee the work of Travel Assistants providing advice to and personally advise senior staff and official travelers on travel issues, including the resolution of complex problems and emergencies. - Oversee complex travel arrangements; analyze complex itineraries and quotations for most advantageous rates, advise on most effective travel arrangements. - Liaise with airline representatives and the travel management services provider(s) to negotiate group discounts, reduced fares, space on flights, reduced excess baggage charges, etc., and with consulates and immigration authorities to facilitate unusual visa arrangements and/or laissez-passer exemptions. - Ensure that outstanding travel obligations are closed in a timely manner. - Oversee or perform calculations and follow up on reimbursements on claims for the residual values of partially or completely unused tickets in case of re-routing. - Draft a variety of reports, correspondence and documents on travel-related issues; oversee the maintenance of databases, records, and correspondence. - Coordinate with the appropriate office for clarification or additional information and meet with officials from substantive offices or from troop contributing countries in order to discuss the details of particular claims and to explain the nature of problems, delays and backlogs.

Travel team leader - Provide technical guidance and administrative supervision to Travel Assistants and Protocol Assistants within the Travel team including developing annual work plans, monitoring and evaluating performance, planning and monitoring the team's work flows on a day-to-day basis, including the distribution of work and its review for accuracy and correct application of rules and regulations. - Oversee the booking and purchase of tickets for official travel, verify and approve travel authorizations and verify and supervise the processing of invoices for payment from travel agents and all other stakeholders against the terms of contract and actual services rendered.

Policies and procedures - Ensure compliance with the approved travel policy, rules and regulations or guidelines, monitor requests for exceptions, and identify gaps or problem areas for review and revision of policies or guidelines, and recommend new ideas to enhance the responsiveness of travel services. Make proposals on increased efficiencies, including proposing changes in policies and guidelines. - Plan and conduct in-house travel briefings and training to staff, ensuring any updates or modifications are communicated in a clear and timely manner. - Perform any other job-related activity required to meet the mandate, goals and objectives of KJSO and its client entities.

Competencies Professionalism: Thorough knowledge of travel related processing requirements; ability to apply sound judgment in the context of assignments given; ability to 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning and 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.

Managing performance: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.

Education High school diploma or equivalent is required.

Job - Specific Qualification Relevant technical training in business administration or travel-related matters is desirable.

Relevant training in IATA Travel Management or similar field is required.

Work Experience At least ten (10) years of progressively responsible experience in the field of travel related matters is required. The minimum relevant experience is reduced to five (5) years for candidates who possess a first level university degree.

At least two (2) years of supervisory experience is required.

At least two (2) years of experience working with IATA rules and regulations as well as Amadeus, SABRE or similar platform is required.

At least five (5) years of experience in UN common system operations or in similar settings dealing with travel related matters at national or international level is desirable.

At least three (3) years of experience either in a shared service centre, back office or similar settings of clientele and work environment is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Note: "Fluency" equals a rating of 'fluent' in all four areas (speak, read, write, and understand) and "Knowledge of" equals a rating of 'confident' in two of the four areas.

Assessment Evaluation of qualified candidates may include an informal assessment exercise and/or interview.

Special Notice This position is temporarily available for a period of six (6) Months.

If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. 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.

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.

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.