Travel Assistant (Office Based)

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Travel Assistant (Office Based)

Employer Profile

Brazil

Opportunity Deadline

24/01/2024

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Job Description

Fresh

Country: Brasilia, Brazil
No of vacancies: N/A
Salary: N/A
Organization: UNDP
Gender: Both
Deadline: 2024-01-24

Duties and Responsibilities

Support the Travel Unit Administrative core activities

· Organize Financial routine of the Travel Unit;

· Payment of travel agency invoices, Daily Subsistence Allowance and Ground Transportation Fee to travelers;

· Vendors analysis, creation;

· Purchase orders creation;

· Support requirements air tickets reimbursement;

· Bank transactions (DSA & TE) Atlas T&E Dashboard confirmation;

· Customer services;

· Provides support information for Cost Recovery processes;

Travel Administrator System Support

· Support Travel System briefs on issues related to travel such as administrative matters, visas information, security, procedures, support projects in solution of processes and best practices dissemination;

· Analyze quotation received form travel agents and airlines companies under UN Polices and procedures;

· Provides training and knowledge sharing in Travel policies, systems operations; Support projects in solution of processes and best practices dissemination;

Improvements of Travel Agency relationship

· Provides reports to improve the liaison with travel agency and airlines in term of confirm bookings, discuss excess baggage charges, etc. and issues tickets in a timely manner.

· Supports negotiations of low-cost fare arrangements with the travel Agency to obtain the benefits of travel cost savings for client Agencies;

· Supports in the registration and evaluation of the Travel Agency Services quality and SLA metrics;

Competencies

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Business direction and strategy

System Thinking – Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Administration & Operations

Events management (including retreats, trainings and meetings) – Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Travel policy and procedures – Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters

ERP travel and expense module – Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agencies

UN travel documents – Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement

Travel Desk – Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures

T&E Cash Advance Reconciliation – Knowledge of policy and procedures on T&E cash advance reconciliation; ability to link T&E Cash Advance transactions with transactions in the General Ledger including case analysis for clearances for staff separating from the organization

Required Skills and Experience

Education:

High school degree.
A Bachelor Degree will be given due consideration

Experience:

In case of high school degree, a minimum of 4 years and with bachelor degree, a minimum of 1 year of experience in travel or travel related work, including on the job training inrelated administrative procedures and systems

Required skills:

Experience in operating MS Office software programs, Online Booking Tools (OBT).

Desired skills in addition to the competencies covered in the Competencies section:

Five or more years experience in travel or travel related work, including on the job training inrelated administrative procedures and systems.
Previous experience in UNDP web-based systems – Quantum and external accesswill be considered an asset
Knowledge of other UN languages is an asset

Required Language(s):

Fluency in Portuguese and in English

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17/10/2024

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