GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelH (no hardship)
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Target Start Date2024-06-26
Target End Date2024-12-31
Job Posting End DateJuly 19, 2024
Standard Job Description
Senior Travel Administration Assistant
Organizational Setting and Work Relationships
The incumbent serves staff members going on mission/official travel and therefore deals with different UNHCR entities as well as external counterparts; the extensive customer exposure encompasses counterparts in other UN agencies, UNHCR field offices, and travel management companies.
The Senior Travel Administration Assistant has a strong sense of service-orientation towards travellers and developing teamwork relations beyond boundaries of the functional unit.
This job entails as well a significant portion of financial accountability by ensuring compliance with the UNHCR travel policies and triggering confirmation of reservations to the travel agent(s) and payment of travel entitlements to traveller(s).
The Senior Travel Administration Assistant communicates regularly with travellers, requiring a positive, knowledgeable solution oriented and service minded approach. To ensure smooth administrative support to travellers, it is of utmost importance that the incumbent is able to work under pressure in an accurate manner and limited supervision.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.
Duties
- Arrange and confirm travel bookings for applicable staff members, Affiliate Workforce and external meeting participants in line with the rules and regulations in place,
- Creates and processes Travel Authorization (TA), Travel Advances and Travel Claims in accordance with the relevant administrative rules and regulations; respond to any queries and/or comments from the certifying or approving officer
- Advise and assist staff on their travel entitlements, needed documentation and matters pertaining to travel as per operating administrative instructions and procedures.
- Liaise with Finance on payments due from Partners, UN Agencies, staff and other Organisations.
- Advise and assist staff on their travel entitlements, needful documentation and matters pertaining to travel as per operating administrative instructions and procedures.
- Prepare, summarise, and submit invoices for payment of travel related services procured.
- Assist in medical evacuations as required.
- Provide/share required information or data which may be useful for the safety/security of concerned travellers.
- Submit requests and subsequently ensure the issuance of appropriate travel identification documents, in accordance with UN rules and regulations. Initiate requests for visas
- Maintain the filing systems for UN travel identification documents.
- May process emergency visa requests required for official travel and ensure their timely issuance.
- Provide statistics of UN travel documents and visas.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable.
Certificates and/or Licenses
Logistics, Air Operation, Business Administration
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Familiarity with Oracle-PeopleSoft or other ERP system. Good knowledge of UN, UNHCR, other international organization or private sector Travel Policies and Procedures. Excellent oral and written communication skills. Very good knowledge of Excel.
Desirable
Knowledge in UNHCR Logistics rules, procedures and processes. Knowledge in air and travel agencies booking systems i.e. Galileo, Amadeus etc is an asset. Knowledge in how to calculate air tariffs, ticket refunds and cost comparison between routes and airlines is an asset.
Functional Skills
CO-Cross-cultural communication
TV-Amadeus - Global Distribution System
TV-Galileo - Global Distribution System
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate ProfileOfficial travel is an essential part of fulfilling UNHCR’s mandate as a field-based organization. Over the past few years, the organization has implemented various initiatives to enhance the efficiency of its travel management
The travel admin associate position is located within the Global Travel Section of UNHCR, which falls under the Global Mobility and Infrastructure Service, DFAM. The section's primary objectives are to define UNHCR's travel management strategy, ensure its operational implementation, and provide support to field offices in this domain. The incumbent will be part of the newly established Travel Hub and is expected to collaborate with different UNHCR travel offices and divisions, both at headquarters and at field level. Responsibilities will involve interacting with staff members directly departing or returning from missions, administrative and financial personnel around the globe, as well as travel management companies.
The incumbent is expected to have some experience in general administration in a multinational office or SSC environment. Good organizational, interpersonal and analytical skills are required for the position. The Senior Travel Assistant communicates regularly with travellers and other stakeholders, requiring a positive, solution oriented and service minded approach. Any previous experience in travel management is an asset, however the incumbent will receive training on policies and processes, therefore it is not mandatory.
The incumbent will have responsibilities centred around two main activities. Firstly, ensuring the processing of travel related back-office activities, which includes tasks such as travel agent invoice reconciliation and travel claim reviews. Secondly, providing support in organizing travel arrangements for staff members with automated ERP system processes.
The incumbent may be involved in performing other duties as required.
To ensure smooth administrative support, it is of utmost importance that the incumbent is able to work under pressure in an accurate manner mainly with limited supervision.
Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.
NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements.
Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.
G5 - Salary range: NET 610,475 HUF - NET 715,099 HUF.
Benefits:
Annual leave: UNHCR staff members holding a temporary appointment will accrue annual leave at the rate of 1.5 working days for each full calendar months of service (i.e. 18 working days per year).
Pension system: Staff members holding granted a minimum of 6 months temporary appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).
Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.
Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Functional ClearanceThis position doesn't require a functional clearance
,
,
,
,
Additional Qualifications
SkillsCO-Cross-cultural communication, TV-Amadeus - Global Distribution System, TV-Galileo - Global Distribution System, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsAir Operations - Other, Business Administration - Other, Logistics - Other
Work Experience
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Other information