- Organization: UNDP
- Location: Micronesia
- Type: Full Time
- Job Title: Operation and Travel Associate
- Close on: 20 Mar 2023
The United Nations Development Programme (UNDP) is the United Nation’s global development network, established in 1965. It aims to support countries in achieving sustainable development goals and eradicating poverty. UNDP operates in nearly 170 countries, working with governments, civil society organizations, and the private sector to provide technical assistance, policy advice, and advocacy support. UNDP’s focus areas include democratic governance, poverty reduction, crisis prevention and recovery, environmental sustainability, and gender equality. The organization is headquartered in New York City, with offices in several other locations worldwide.
About UN Jobs-Operations and Travel Associate
The Operations and Travel Associate is responsible for carrying out administrative and travel-related responsibilities under the general direction of the Operations Manager and the direct supervision of the Administrative Analyst. The Operations and Travel Associate support office operations by carrying out various administrative, registration, and travel activities while guaranteeing high standards of quality and accuracy. A strategy that is focused on the client, quality, and outcomes is promoted by the Operations and Travel Associate. To share information and guarantee consistent service delivery, s/he works closely with the office’s operations team, program team, project staff, and employees of other UN agencies.
Support the Implementation of operational strategies, focusing on the achievement of the following results:
- Complete compliance with UN/UNDP rules, regulations, policies, and plans in relation to administrative and travel activities.
- Contribute to the development and implementation of cost-cutting strategies in administration and travel, particularly by negotiating with the supplier of travel services and planning the most practical route and schedule.
- Contributions to developing internal standard operating procedures (SOPs) for administration and travel, as well as inputs to business process mapping.
- provide suggestions for the creation of the operations team’s goal-oriented work plans.
Efficient and effective administration of financial and administrative support services with a focus on achieving the following outcomes:
- Establishing suppliers in the system, processing payments, and coordinating the reimbursement of payment claims made by UNDP employees and vendors are all tasks that must be processed and blended with MCO and GSSC.
- Assistance with managing the office budget as necessary, processing budget adjustments, including budget reallocation as necessary, in cooperation with the Suva Finance unit
- as instructed by the supervisor, aid in maximizing cost recovery.
- assist with cash management procedures and act in place of a cashier for on-site cash disbursements.
- help with audit preparation and application of audit recommendations.
Implementing a travel sourcing strategy and overseeing travel operations for the Office, projects, and at other agencies’ requests with an emphasis on achieving the following outcomes:
- Collection and analysis of market information in travel service areas.
- Collection of information for various surveys such as the DSA survey.
- Processing of travel through the use of a travel module in the UNDP ERP system and ensuring availability of budget.
- Ensure efficient and timely cost-recovery using the ERP system for the travel services provided by UNDP to projects and other Agencies.
- Provision of information to the travelers on travel including travel routes, airport, and airline protocols, visa processing arrangement of appropriate accommodation, and allowable Daily Subsistence Allowance as per UNDP policy and guideline.
- Processing travel requests and post travel claim for UNDP Personnel and other sponsored travelers as per travel entitlements l ensuring that the travel arrangement follows the UN/UNDP rules Edit/Update of Traveler (supplier profile) in Quantum and keep it updated on a regular basis.
- Support and process requests for visas, ID cards, and other relevant documentation for UN/UNDP officials, if necessary.
- Arrangement for airport pick-up for mission travelers when required and support to expediting customs and immigration procedures, as necessary.
- Processing of application and renewal of UNLP for UN staff.
- Provide regular inputs to the travel database without any errors.
- Ensure that invoices submitted by travel agents are error-free and accompany appropriate supporting documents for timely processing and payments.
- Ensured timely follow-up on outstanding POs, the closing of POs on time, and the integrity of PO data related to travel services.
- Reconciliation of settlements to be paid in coordination with the finance unit in Suva, as required.
- Preparation of routine correspondence, faxes, memoranda, and reports in accordance with the SOP.
- Administrative and logistics support to conferences, workshops, and retreats.
- Support to organization of standard admin and logistics services.
- Regular maintenance of record files and efficient database management
ensures the registry, reception, and pouch services are implemented with a focus on achieving the following outcomes:
- Oversee and supervise registry and reception services, including the clearing of shipments and customs.
- Receiving, sorting, registering, and distributing files and incoming messages/mail; receiving and processing outgoing messages/mail, including log costs. Reception and dispatch of postal, pouches, etc.
- assistance with bill preparation for cost recovery
- Supervisor of support staff for UNDP market research and data-gathering surveys
- Uphold a current filing system.
ensures that knowledge creation and sharing are facilitated inside the Office with a focus on achieving the following outcomes:
- Participation in the training for the program, operations, and projects staff on administration and travel.
- Sound contributions to knowledge networks and communities of practice.
- Perform other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office.
UN Jobs-Operations and Travel Associate Requirments
- Completion of Secondary education is required or
- Finance, Business, or Public Administration bachelor’s degrees will be given considerable consideration.
- A minimum of 6 years of post-secondary education or 3 years of bachelor’s degree-level job experience in administration are necessary, as is knowledge of financial management or accounting experience.
- knowledge of how to use office programs and computers (MS Word, Excel, etc) Advanced spreadsheet and database package knowledge, as well as practical web-based management system handling experience, are necessary.
- English proficiency is a prerequisite, while knowledge of the local language is a benefit.
How to Apply?
- Create a profile: Before applying for a job, you need to create a personal account on the UN Careers website. This account will allow you to apply for jobs and track the status of your applications. Make sure you fill out all the required fields in your profile, including your education, work experience, and language skills.
- Find a job that matches your skills and experience: Once you have created your profile, you can start browsing job openings. Use the search function to filter jobs by location, job family, and level. Read the job description carefully to ensure that you meet the qualifications and experience required.
- Prepare your application: Each job opening will have specific requirements, but generally, you will need to submit a cover letter and a resume or CV. Make sure you tailor your application to the job you are applying for, highlighting your relevant experience and skills.
- Submit your application: Once you have prepared your application, click on the “Apply” button and follow the instructions to submit your application. You may need to answer some additional questions or provide more information.
- Wait for a response: The UN receives a large number of applications for each job opening, so it may take some time before you hear back from them. You can check the status of your application on the UN Careers website.
It’s important to note that the UN uses a competitive recruitment process, which means that the selection of candidates is based on merit and the best-qualified candidates will be selected. So, make sure you highlight your skills and experience in your application and demonstrate how you can contribute to the UN’s mission.