Office/Unit/Project Description:
Under the supervision of the Operations Manager, the Travel Assistant provides travel related services in a large Country Office ensuring high quality and accuracy of work in order to obtain the optimum travel services. He/she implements the rules and guidelines regarding travel and entitlements and provides solutions to issues related to travel.

The Travel Assistant closely monitors travel expenditures and internal cost 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 supervises other travel support staff and works in close collaboration Management Support and Business Development, Programme and Operations teams in the CO to ensure consistent service delivery.

Scope of Work:

The Travel Assistant will be responsible for the following tasks:
Summary of Key Functions:
• Implementation of operational strategies
• Support to travel management processes
• Implementation of sourcing strategies
• Support to knowledge building and knowledge sharing
a) Ensures implementation of operational strategies focusing on achievement of the following results:
• Full compliance of UN/UNDP rules and regulations, policies and strategies on travel management.
• Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary.

b) Support travel management processes for CO projects and the request of other Agencies, focusing on achievement of the following results:
• Create and processing of Travel and Expenses
• Processing of Purchase orders for travel in Quantum. Ensures availability of budget according to COA.
• Processing of cost-recovery bills in Quantum for the travel services provided by UNDP to other Agencies.
• Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.
• Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
• Arrangements for security clearance when required.
• Processing travel authorization and travel 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 most competitive prices.
• Hotel reservations for visiting UN/UNDP officials and project partners.
• Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
• Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
• Processing of application and renewal of UNLP for UN staff.
• Preparation of routine correspondence, memoranda and reports in accordance with CO SOP.
• Reconciliation of settlements to be paid by the Finance Unit.
c) Contributes to implementation of sourcing strategy focusing on achievement of the following result:
• Collection and analysis of market situation on travel service area. Conduct of surveys/biddings of travel services.
• Conduct of DSA survey; survey and analysis of most competitive hotel prices and quality of hotel services; submission of report to HQ and distribution of the Hotel list to all UN agencies.
• Preparation of LTAs for travel and hotel services on behalf of UN Agencies
d) Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Participation in the training for the programme, operations and projects staff on procurement and travel.
• Sound contributions to knowledge networks and communities of practice.

Institutional Arrangement:

The Travel Assistant will work under the direct supervision of the Operations Manager. The Travel Assistant will work in close collaboration with relevant project/programme and operations teams for the delivery of their functions and liaise with the senior management for approval of travel related activities.

Competencies                    

Minimum Qualifications of the Successful NPSA

The following documents shall be required from the applicants:

a)   Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
b)   A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
c)   Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.
Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

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.

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