Travel Assistant – UNDP job in South Sudan
- Country: Juba, South Sudan
- No of vacancies: N/A
- Salary: N/A
- Organization: UNDP
- Gender: Both
- Deadline: 2024-02-09
Job Description
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Job Purpose and Organizational Context
Under the supervision of the Operations Manager, Administrative Associate, and/or direct supervisor, the Travel Assistant provides travel related services in the Country Office ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex travel related issues. The Travel Assistant closely monitors travel expenditures and internal costs, and ensures their timely and accurate billing, settlement and cost recovery. The Travel Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.The Travel Assistant works in close collaboration with Country Office Programme and Operations teams, local and national government officials, airlines and other travel vendors/agencies to ensure consistent service delivery.
Under the supervision of the Operations Manager, Administrative Associate, and/or direct supervisor, the Travel Assistant provides travel related services in the Country Office ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex travel related issues. The Travel Assistant closely monitors travel expenditures and internal costs, and ensures their timely and accurate billing, settlement and cost recovery. The Travel Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.The Travel Assistant works in close collaboration with Country Office Programme and Operations teams, local and national government officials, airlines and other travel vendors/agencies to ensure consistent service delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal
Duties and Responsibilities
1) Provide information to staff on travel including entitlements, travel route and hotel arrangements. Process travel authorizations and claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and competitive prices.
1) Provide information to staff on travel including entitlements, travel route and hotel arrangements. Process travel authorizations and claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and competitive prices.
- Make hotel reservations for visiting UN/UNDP officials. Arrange for airport pick-up of high-level officials and provide support to expedite customs and immigration procedures, as necessary.
- Process Purchase Orders for travel (tickets and DSA) in ERP. Ensure availability of budget according to PTAEO.
- Prepare routine correspondence, memoranda and reports in accordance with Country Office Standard Operating Procedures (SOP).
2) Contribute to implementation of cost-competitive sourcing strategy in the Country Office.
- Collect and analyze information on market situation in travel service area. Conduct surveys and biddings of travel services.
- Support the conducting of Daily Subsistence Allowance (DSA) surveys and hotel surveys. Analyze and prepare reports on most competitive prices and service quality of hotels. Submit reports to HQ and distribute Hotel list to all UN agencies.
- Implement cost saving measures through negotiation with travel service provider, arrangement of the most economic route, and appropriate itinerary.
- Prepare LTAs for travel and hotel services on behalf of UN Agencies.
3.) Support knowledge building and knowledge sharing in the Country Office.
- Participate in and assist in organizing training for the programme, operations and projects staff on procurement and travel.
- Make sound contributions to knowledge networks and communities of practice.
- The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
- Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.
Competencies
Achieve Results
Think Innovatively
Learn Continuously
Adapt with Agility
Act with Determination
Engage and Partner
Enable Diversity and Inclusion
Required Skills and Experience
- Experience in the use of computers and office software packages (MS Word, Excel
- And knowledge of web-based management systems such as ERP.
Education: Bachelors or High School Diploma in administration, procurement and/or travel service is required
Experience: Minimum of 5 years (with high school diploma) or 2 years with bachelor’s degree
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
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Required Skills
Skills
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of web-based management systems such as ERP.
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