Travel Assistant
United Nations
BOGOTA
hace 4 días

Org. Setting and Reporting

This position is located in the Country Office in Colombia (COCOL), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) with duty station Bogotá in Colombia.

The Travel Assistant will work under the overall guidance and supervision of the Administrative and Finance Associate.

For more information on UNODC, please visit our website : www.unodc.org

Responsibilities

The focus of this position is to provide travel related services ensuring high quality and accuracy of work. S / he implements the rules and guidelines regarding travel and entitlements and provides solutions to issues related to travel.

The Travel Assistant promotes a client-oriented approach consistent with UNODC rules and regulations. Within assigned authority, the Travel Assistant will be responsible for the following duties :

  • Provide information and advice to the administrative office, staff and consultants about frequency of air services on the most direct, efficient, economical / cost-
  • effective routings (including more complex itineraries) and airfare rates, as permitted by the rules and regulations. Assist in making travel plans in order to take advantage of the benefits to be derived from advance purchases or special promotional fares.

  • Provide information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers.
  • Contact travel agency and airlines to make reservations, negotiate least expensive fares e.g., discuss with management of travel agency and with senior airline sales management for space on flights, reduced airfares, group discounts and reduced excess baggage charges, initiate issuance of tickets;
  • discuss discrepancies and problems.

  • Calculate the residual values of partially used tickets when there is a rerouting.
  • Arrange for changes or cancellations requested by travelers and arrange tickets to be reissued, including obtaining reimbursement, where applicable.
  • Examine and pre-audit the official itineraries of staff members and other travelers, as stated in the travel authorization, in order to determine air travel cost entitlement of the proposed official travel of the mission personnel and ensure conformity with established rules, regulations and relevant directives.
  • Review travel claims and supporting documentation for completeness, accuracy and validity, prior to forwarding to the Accounts Division;
  • ensure that entitlements are in conformity with Staff Rules. Refer discrepancies back to Administrative and / or Certifying Officers for clarification and possible correction.

  • Advise Administrative Office of more efficient and cost effective routings with regard to more complicated staff itineraries, and assist in making travel plans in order to take advantage of the benefits to be derived from advance purchases or special promotional fares.
  • Maintain records of all travel authorizations processed and record savings accrued to the organization as a result of the cost savings techniques employed.
  • Perform other work related duties, as required.
  • Competencies

  • Professionalism : Has knowledge of travel related processing requirements; plans, manages and resolves 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.

  • Accountability : Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
  • operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments;
  • takes personal responsibility for his / her own shortcomings and those of the work unit, where applicable.

  • Client Orientation : Considers all those to whom services are provided to be clients and seeks to see things from clients’ point of view;
  • establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions;
  • monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects;
  • meets timeline for delivery of products or services to client.

    Education

    High school diploma or equivalent is required. Specialized training in procurement and / or travel is desirable.

    Work Experience

    A minimum of five (5) years relevant administrative experience in the areas of administration, procurement or travel services is required.

    Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required. Experience in and good knowledge of an ERP System will be considered an advantage.

    Languages

    English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in Spanish and English is required.

    Knowledge of another official United Nations language is an advantage.

    Assessment

    Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

    Special Notice

    This position is funded for an initial period of one year and may be subject to extension. This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year.

    Extension of the appointment is subject to extension of the mandate and / or the availability of the funds.

    Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

    This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country.

    A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

    Other Skills and Requirements

    Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a requirement for recruitment consideration in the General Service category in the United Nations Secretariat.

    The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

    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 or sexual abuse, or crimes other than minor traffic offences, 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.

    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.

    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.

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