Travel Senior Associate

Senior Admin

Contract

This is a LICA-7 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 7 years of experience, depending on education. More about LICA-7 contracts.

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects worldwide. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness, and sustainability of peace-building, humanitarian, and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement, and infrastructure services to a wide range of governments, donors and United Nations organizations.

The UNOPS Hub in Amman implements projects in Jordan, Lebanon, Iraq, Syria, and Yemen, in partnership with bilateral donors, national governments, and other UN agencies. With an established presence across the region, the office runs operations including large-scale procurement, project development, and technical management, and provides financial, human resources, and infrastructure-related services. The functional objective of the UNOPS Hub in Amman is to deliver its projects efficiently and effectively and in line with the principles, rules, and regulations of UNOPS, to support the response to the current needs and national priorities in the region. The project team will be based in Erbil, Iraq, and will be supported by the UNOPS Hub in Amman. UNOPS has been active in Iraq since 2004, delivering close to 50 projects worth over USD 260 million. UNOPS has a very strong relationship with its key counterparts at both central and regional government levels in Iraq. The incumbent is responsible for abiding by security policies, administrative instructions, plans, and procedures of the UN Security Management System and the UNOPS. UNOPS is committed to achieving a fully diverse workforce.

UNOPS is providing operational support to UNAMI in Iraq to facilitate electoral preparations and processes, with the primary objective of strengthening democratic institutions in Iraq by promoting regional parliamentary elections. The project aims to enhance the credibility and transparency of the Independent High Electoral Commission (IHEC) and promote inclusion and participation in electoral processes following national legal and policy frameworks. The project aligns with the Sustainable Development Goal 16 and the Iraq Vision 2030 plan. UNOPS will conduct an assessment of the capacity of relevant entities who will organize the upcoming elections and provide training needs, provide technical assistance, carry out a UN communication campaign, support national observation, and conduct post-election activities including a lessons learned workshop. UNOPS will recruit a team consisting of local and international staff to provide the requested assistance in the areas of support.

The Travel Senior Associate works under the guidance and supervision of the Administrative Officer within the office of the Country and in close coordination with the office management team.

Functional Responsibilities

1. Travel Management
2. Events organization and management
3. Organization of procurement service
4. Knowledge building and knowledge sharing

Travel Management

Administration and Compliance:

• Administer ticketing procurement, financial, and routine administrative tasks in line with UNOPS PQMS Travel Policy and SOPs.
• Ensure compliance with applicable travel policies and practices.
• Manage work area to ensure efficient and effective service delivery, adhering to UNOPS rules and regulations.

Travel Processing and Coordination:

• Process travel and expenses according to established procedures.
• Coordinate with HR for Travel Authorization and bookings; for Joining and repatriation staff.
• Implement UN/UNOPS travel policy and personnel entitlements.
• Validate and conduct research on flight options/routes.
• Check and verify document requirements for travel.
• Liaise with staff on travel status, entitlements, and issues.
• Facilitate consultant travel and logistical arrangements.
• Handle travel issues, conflicts, complaints, and refunds.
• Calculate daily subsistence allowances and Terminal Expenses.
• Liaise with finance team on budget estimates for tickets and DSA.

Travel Transactions and Documentation:

• Process travel transactions including authorizations and claims.
• Provide information on air services, rates, and schedules.
• Ensure accurate documentation and filing of travel-related documents.

Customer Support and Communication:

• Provide customers with travel inquiry details such as visa requirements and inoculations.
• Communicate closely with travelers regarding their travel details and updates.

Travel Assistance and Support:

• Provide full-cycle assistance with travel-related bookings and arrangements.
• Ensure timely preparation of Travel Authorizations (manual and using electronic TADA tool) and submission of Travel Expense Claim forms and payment requests in the UNOPS ERP system;
• Assist travelers in obtaining Security Clearance.
• Coordinate and maintain relationships with approved travel agents.
• Support cost-effective and advance planning measures for travel.
• Monitor and track progress with travel arrangements and missions.
• Provide logistical support for events.

Events organization and Management

• Ensures effective and efficient provision of support in organizing the trainings and workshops
• Monitor and analyze contract performance against agreed benchmarks and through agreed reporting mechanisms.
• Plan, coordinate, and execute all aspects of assigned events, including but not limited to venue selection, catering, audiovisual setup, and transportation.
• Prepare and manage event budgets, tracking expenses and ensuring cost-effectiveness.
• Coordinate with vendors, suppliers, and contractors to ensure timely delivery of services and products.
• Oversee event logistics, including setup, registration, and on-site management.
• Liaise with internal and external stakeholders to gather requirements, provide updates, and address concerns.

• Ensure compliance with relevant policies, regulations, and contractual obligations.

  Organization of Procurement Services

• Coordinate with the procurement unit for the issuance of Purchase Orders and contracts.

• Frequently convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes.
• Assist in the preparation of procurement documents such as requisitions, purchase orders, and bid documents.
• Support procurement officers in sourcing suppliers, obtaining quotes, and managing procurement timelines.
• Assist in maintaining supplier databases, contact lists, and vendor performance records.
• Coordinate with vendors regarding documentation submissions, invoices, and delivery schedules.

Knowledge-building and Knowledge Sharing Management.

• Provides sound contributions to knowledge networks and communities of practice.
• Synthesizes and disseminates best practices to internal collaborators and networks.
• Participates, organizes, and delivers training for the operations/ projects staff in administration/logistics.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education: - Completion of secondary school is required. - First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required. - In the absence of a degree, administrative or travel certification is an asset

Experience: - Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations. - Some experience in UN system organizations is desirable. - Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required. - Experience in use of Enterprise systems including OneUNOPS is desirable.

Languages: - Full working knowledge of English and Arabic; Kurdish is a plus - Knowledge of another official UNOPS language is an asset.

Contract type, level and duration

1. Contract type: ICA
2. Contract level: Local ICA Support, level 7
3. Contract duration: 3 months

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

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Added 13 hours ago - Updated 13 hours ago - Source: jobs.unops.org