Travel Clerk and Protocol

• Country: Kinshasa, Congo
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: UNDP
• Gender: Both
• Deadline: 2024-01-31

Duties and Responsibilities

• Prepare local and international travel for OCHA/DRC staff and official visitors, ensuring flight reservations and purchase of travel documents, as appropriate.
• Accompany VIPs and other visitors who require it, following the directives of the hierarchy in order to facilitate their boarding formalities
• Prepare and share the report on travel forecasts (staff movements) to all units and offices affected by travel.
• Track traveler movements to make adjustments to dates, times, etc., if necessary.
• Maintain permanent contacts with the traveler and the administration and transport units to ensure support on departure and reception on arrival for all passengers.
• Ensure the procedures for obtaining flying visas, entry and service in embassies and at the Ministries of Foreign Affairs for international travel and staff.
• Maintaining contacts with the DGM office to finalize entry formalities for those arriving with flying visas.
• Prepare notes verbales and ensure contacts with State Protocol and UNDP for VIP access to the Diplomatic Salon.
• Ensure the physical and electronic classification of processed files.
• Perform any other task requested by the supervisor.

Competencies

Professionalism: Knowledge and understanding of humanitarian assistance, emergency relief and related human rights issues. Ability to work under restrictive circumstances in a stressful environment; persevere in the face of obstacles and difficulties; know how to remain calm and effective in difficult situations. Encourage equal participation of women and men in all activities. Ability to meet deadlines, respect the agreed budget and adhere to standards; comply with the rules and procedures of the Organization.

Team spirit: Collaborate with colleagues to achieve the objectives of the Organization; solicit contributions, appreciate the true value of everyone’s ideas and skills; be willing to learn from others; ability to put the interest of the team before personal gain; ability to accept and comply with the final decisions of the group, even if they do not fit perfectly with one’s own position; ability to share the team’s successes and take responsibility for its failures.

Ability to plan and organize: Ability to prioritize activities and tasks and rearrange priorities according to needs; ability to allow sufficient time and resources to complete the task successfully; ability to take risks and contingencies into account in planning; ability to monitor the execution of plans and measures and modify them if necessary; ability to make the most of the time available.

Customer focus: Ability to see “customers” in all service recipients and seek to see things from their point of view; ability to establish and maintain productive partnerships with clients by gaining their trust and respect; ability to discern and respond to customer needs; ability to monitor the evolution of clients’ situations, both internally and externally, in order to anticipate problems; ability to keep clients informed of project progress; ability to meet deadlines for delivery of products or provision of services.

Required Skills and Experience

Education: High school diploma is required. Holding a higher education diploma in one of the following fields: Social Sciences, Political and Administrative Sciences, Economics or Management Sciences, Communication Sciences, Letters, Private, Judicial or Humanitarian Law and/or Development is an asset.

Experience: Minimum three years of experience in the field of Administration in general, protocol, travel, secretarial (management).

Experience within the United Nations System or International NGOs is an asset.

Other skills:

• Proven use of good interpersonal and communication relationships;
• Be autonomous, demonstrate the ability to work effectively in a difficult, multiracial and multicultural environment 

• Ability to work productively under pressure and meet deadlines.
• Knowledge of protocol and travel organization

Languages

• Fluency in spoken and written French
• Good knowledge of fluent English
• Good knowledge of the local language

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