Org. Setting and ReportingThis position is located in the Travel Analysis and Shipments Team (TAST) of the Travel Unit (TU) in the Travel and Transportation Section (TTS) at 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 incumbent reports administratively to the Supervisor of the Team and under the overall guidance of the Senior Administrative Assistant and/or the Chief of the Travel Unit. ResponsibilitiesWithin delegated authority, the Travel Assistant will be responsible for the following duties: • Provides information to staff members and delegations on entitlements, policy and procedures on official travel, removal of personal effects arrangements and passport and visa requirements in accordance with governing rules and regulations. • Calculates airfares and constructs itineraries for staff and dependents, delegations and non-staff (consultants, meeting participants and contractors) traveling on official business in line with the most economical and direct route. • Approves travel and shipment authorizations including amendments. • Calculates and records lump-sum entitlements. • Liaises with contracted travel agency on complex itineraries and issuance of tickets. • Provides on-site assistance at local airports and railways to high-level officials on arrival/departure procedures. • Provides information to staff on reconciliation of travel claims in accordance with rules and regulations. • Co-ordinates arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices. • Records and monitors refunds from individual travelers for issued tickets. • Provides Umoja support on travel related issues to staff members at Headquarters. • Performs ad-hoc duties as required. Competencies• PROFESSIONALISM: Knowledge and understanding of international travel and transportation related processing requirements including airlines and airfreight tariffs, rules and regulations, administrative policies and procedures, U.S. Authorities immigration and customs formalities at the metropolitan airports and railways. Ability to work with figures. Ability to demonstrate flexibility as airport duties include weekends, holidays and late hours at short notice; ability to recognize and act in the face of conflicting priorities. Ability to multi-task; 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. 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. • 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 QualificationRelevant training in airlines rules and regulations and/or shipping practices is desirable. Work ExperienceA minimum of five years of progressively responsible work experience in international travel and transportation requirements including travel fare construction, journey types and routings, travel reimbursement and shipping practices is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working with Microsoft applications (Word, Excel, Access) is required. Experience in web-based applications such as Enterprise Resource Planning system and booking management tool, or equivalent is required. Experience working with airline reservation systems (SABRE/AMADEUS/ APOLLO/ GALILEO) is desirable. Experience in the United Nations or other comparable international organizations is desirable. A minimum of one (1) year of experience in data analytics or related area 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).