Org. Setting and ReportingThese positions are located in the Passport and Visa Services Team (PVST) of the Travel Unit in the Travel and Transportation Section (TTS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS) at the United Nations Secretariat. The Department of Operational Support (DOS) provides operational support to UN Secretariat entities globally, including advisory, operational and transactional support services and, where needed, exercises delegated authority on behalf of clients. DOS supports the entire UN Secretariat, consisting of almost 100 entities located around the globe. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The Travel and Transportation Section provides travel and transportation services at UN Headquarters (travel, shipments management, UN travel documents (e-UNLP & UN Certificates), visas and host country services, local transportation, materials management and UNHQ garage operations. The incumbents report to the Programme Management Officer, under the overall guidance of the Chief of the Travel Unit. ResponsibilitiesWithin delegated authority, the Travel Assistant will be responsible for ensuring, or carrying out the following duties: • Supervises a team of travel assistants on daily assignments. Provides ongoing training and guidance on relevant travel and transportation policy and process, including established entitlements, rules and regulations. • Coordinates the travel of civilian and military personnel including civilian police, traveling to and from a wide range of member states in connection with mission duties. • Reviews supporting documentation for UN travel documents and visas, for completeness, accuracy and conformity with UN Regulations and Rules, Host Country guidelines and foreign visa requirements. • Responds to complex inquiries and cases. Oversees the responses from the general mailbox. • Advises substantive offices, travelers, plus mission personnel and movement control staff of relevant travel documentation and visa information and arrangements to be made for travelers. • Coordinates with the various Consulates and the host government, Ministries of Foreign Affairs regarding the provision of transit visas and resident visas respectively. • Checks travel-related forms, authorizations and visa cables and correct where necessary. • Collaborates on the establishment and improvement of standard operating procedures, guidance documents and forms. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. Delivers outreach, information sessions and broadcasts on a periodic basis to HR and EO focal points. • Perform ad-hoc assignments as necessary. Competencies• PROFESSIONALISM: Knowledge of UN policies and procedures on official travel; plans, manages and resolves conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Able to perform analysis, modeling and interpretation of data in support of decision-making. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years of experience in travel administration, including passport and visa servicing, travel rate construction, routing, and travel reimbursement, or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. One (1) year or more of experience in data analytics or related area is desirable. Experience working with Enterprise Resource Planning software such as SAP is desirable. Experience working for an international or multinational organization with a complex travel policy is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).