Org. Setting and ReportingThis position is located in the Travel Analysis and Shipments Team (TAST) of the Travel Unit in the Travel and Transportation Section at the United Nations Secretariat in NY. 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 incumbent will report administratively to the Senior Travel Assistant and under the overall guidance of the Chief of 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 guidance on travel and transportation established entitlements, rules and regulations. • Coordinates the travel of uniformed personnel traveling to and from a wide range of member states in connection with mission duties. • Reviews, calculates and approves s entitlements for all official travel including self-ticketing where applicable , e.g., airfare, excess baggage entitlements, terminal expenses, airfreight entitlements, daily subsistence allowance for staff and dependents and non-staff on traveling on official travel. • Provides information about frequency of air services and provides guidance to staff and non-staff on the least costly and most direct airfare rates for such travel as permitted by the rules and regulations. • Provides information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers. • Contacts airlines to negotiate least expensive fares e.g. discussion with management of travel agency and with senior airline sales management for space on flights, reduced airfares, group discounts and reduced excess baggage charges, discusses discrepancies and problems. • Computes and determines lump-sum entitlements for travel and reviews authorized entitlements for the removal of personal effects. • Arranges for changes or cancellations requested by Travel and Shipment Approver and has tickets reissued including obtaining reimbursement. Calculates the residual values and best use of issued tickets when there is an amendment to the official itinerary of partially used tickets to determine best cost-savings for the Organization. • Liaises directly with contracted travel agency to convert incorrect bookings in accordance with standards of accommodation for official travel in accordance with established travel rules and regulations. • Examines and performs pre-audits the official itineraries of staff members, uniformed personnel and non-staff, as stated in the travel authorization, in order determine air travel cost entitlement of the proposed official travel and ensures conformity with established rules, regulations and relevant directives; • Reviews travel claims and supporting documentation for completeness, accuracy and validity, prior to forwarding to the Accounts Division; ensures that entitlements are in conformity with Staff Rules. Refers discrepancies back to the Travel and Shipment Approver and/or the Accounts Division for clarification and possible correction. • Advises Travel and Shipment Approvers of more efficient and cost-effective routings with regard to more complicated staff itineraries and assists them in making travel plans in order to take advantage of the benefits to be derived from advance purchases or airline agreements. • Provides emergency travel support to staff and non-staff during non-official working hours including weekends and holidays. • Performs ad-hoc assignments as necessary. Competencies• PROFESSIONALISM: Knowledge and understanding of all aspects of international travel and transportation management including administrative policies and procedures, supervisory components, travel and transportation entitlements, international fare construction, tariff rules and regulations, group travel management, host country authorities and immigration and customs formalities at the metropolitan airports and, shipping processing requirements. Ability to work with figures and draft correspondence/reports; Ability to demonstrate flexibility in working hours as airport duties include weekends, holidays and late hours at short notice; 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 situation. Ability to multitask and prioritize own workload and that of more junior staff. Commitment to implementing the goal of gender equality by ensuring equal participation and full involvement of women and men in all aspects of work. • 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 QualificationTraining in airline rules and regulations is desirable. Relevant training in shipping practices is desirable. Work ExperienceA minimum of seven years of progressively responsible work experience in international travel and transportation requirements including administrative functions, supervisory components, rate construction and methods of calculating air fares is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience in Microsoft Office applications (Word, Excel, Access, Power Point) is required. Experience in airline reservation systems i.e. SABRE/AMADEUS/APOLLO/ GALILEO or equivalent is required. Experience in operational databases such as Enterprise Resource Planning system and booking management tool, or equivalent is required. Experience in an international organization 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).