United Nations recrute 01 Travel Assistant
Org. Setting and Reporting
The United Nations Office for West Africa and the Sahel (UNOWAS) is entrusted with the overall mandate of enhancing the contributions of the UN towards the achievement of peace and security in West Africa and the Sahel. It engages in preventive diplomacy, good offices and political mediation and facilitation in countries in West Africa and the Sahel.
This position is located in the Mission Support Section. The Travel and Protocol Assistant will report to the Chief Human Resources Officer.
Responsibilities
Under the guidance and supervision of the Chief Human Resource Officer, the incumbent is responsible for the following:
Travel Administration
- Review and approve all the mission non-commercial travel authorizations, support official travel transactions as submitted by mission staff, and official shipments of personnel effects in conformity and adherence to applicable rules and policies,
- Review expense reports routed in UMOJA to the Travel Unit to establish reimbursable amounts for official entitlements in conformity with Unites Nations rules prior to routing them to the Travel Claim Processor (TCP) in Umoja.
- Coordinate with the relevant Business Partners or other parties regarding reimbursement of travel, which took place after the financial period was completed. Prepares amendments to existing Travel requests as and when required.
- Review problematic Umoja Travel issues as requested by TSA, TCP or any ESS travel module user or approver and ensure that no claim is duplicated.
- Assist staff members on Umoja ESS, troubleshoot system issues, identify challenges faced by UNOWAS staff in the processing of Travel related requests and transactions.
- Monitor the processing of requests submitted to RSCE Travel Office, audit the tickets provided to UNOWAS staff members and ensure that the service provided complies with the SLA.
- Facilitate the implementation of the privileges and immunities of the Mission and its staff as far as they do not diverge from local laws, in pursuit of the protection and interests of the United Nations.
- Initiate applications and follow up on the status of request for various types of documents with relevant Senegalese authorities on behalf of the Organization and its staff members.
- Act as UNOWAS travel focal point and duty officer with continuous follow-up with RSCE travel Office, keeping track of pending or incorrectly processed requests, stay alert to swiftly act for exceptional cases such as cancellations, changes in the original itinerary, or shot notice request within and outside working hours.
Client Services
- Provide continuous support to clients and assist on issues related to their official travel and the submission or approval of their travel requests or expense reports by the RSCE.
- Provide training to staff members on Umoja travel solution as required.
- Provide information to staff members on travel entitlements, policies, and procedures with regards to official travel, removal of personal effects, arrangements, and passport and visa requirements in accordance with governing rules and regulations.
Protocol Services
- Assist in the organization of the SRSG’s, DSRSG’s external trips as regards to the arrangement of the VIP lounge at the airport, immigration formalities and visa, provide protocol and logistic assistance at points of entry, secure the access to airport VIP lounge to eligible UN staff in visit to Senegal.
- Facilitate and coordinate with the Coordination Office of the host government and Permanent missions regarding all Mission administrative and financial matters pertaining to host country obligations under the agreement with the United Nations.
- Assist Non-Staff (the Military Personnel, UNPOL, UNV and the Mission International Contractors) in providing entry and extension of visas.
- Assume coordination responsibility with the local authorities, in case of medical emergency (MEDEVAC), as and when required.
Competencies
- Professionalism: Knowledge of travel and protocol related processing policies, procedures and practices and ability to apply them in an organizational setting. Ability Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Knowledge of airline booking procedures and system related fare structures. Ability to utilize electronic booking systems. Knowledge of protocol related services, including negotiating skills. Good knowledge and experience in the application of UN Staff Rules and Regulations 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& 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.
- 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.
Job – Specific Qualification
- A technical or vocational degree in travel management, logistic or related areas is desirable.
- Training in protocol services or related area is desirable.
Work Experience
- A minimum of seven (7) years of progressively responsible experience in administrative and protocol services, travel management or related area is required.
- The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
- Experience in the application of UN Staff Rules and Regulations in operational environment is desirable, including administration of a broad range of UN travel and protocol related issues.
- Experience in the use of UN HRIS applications and UMOJA, ERP etc. is desirable.
Languages
- English and French are the working languages of the United Nations Secretariat. Fluency in English and
- French (both oral and written) is required; knowledge of other language is desirable.
Closing date : 18 Jan 2023.
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