UN Travel Assistant Jobs in Kenya

UN Travel Assistant Jobs in Kenya


Org. Setting and Reporting

  • The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General.

  • UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).

  • This post is located in the Nairobi duty station, the Travel, Shipping & Visa Unit (TSVU) within Central Support Services of the Division of Administrative Services, UNON.

  • The incumbent reports to the supervisor of the unit and to the Chief, Travel, Shipping and Visa Unit.

  • Within delegated authority, the Travel Assistant will be responsible for ensuring, or carrying out the following duties:

    Responsibilities

    Process Travel Authorizations

  • Provides information to staff members and delegations on entitlements, policy and procedures on official travel, removal of personal effects arrangements in accordance with governing rules and regulations.

  • Review travel and shipment requests in Umoja to ensure conformity with applicable rules.

  • 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.

  • Liaises with contracted travel agency on complex itineraries and issuance of tickets.

  • Approves travel and shipment authorizations including amendments.

  • Calculates and records lump-sum entitlements.

  • Request and record refunds in Umoja.

  • Perform partial and complete cancellation of Travel Request in Umoja, if applicable

  • Process expense reports that are routed to travel unit 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.

  • Provides Umoja support on travel related issues to staff members. .

  • Provides guidance to Travel Assistants on technical itinerary, flight and fare issues.

  • Assists the Unit supervisor in the facilitation of travel for senior executives.

    Lead Team of Travel Assistants

  • With support of Unit supervisor, coordinate approval of travel requests among a team.

  • Provide guidance and plan for workload distribution among the team.

  • Provide feedback and guidance from the team to the Unit supervisor and the Chief, TSVU, on complex travel issues and client orientation.

  • Provides escalated client support and diffuses conflict situations.

    Support the Maintenance of Travel, Shipping and Visas Databases and Generate Reports

  • Using SAP Business Intelligence reports, compile and generate statistics on unit performance on a regular basis and as required.

  • Audit reports from the Travel Agent to ensure proper fare calculation and discount application.

  • Advise the Unit supervisor and Chief, TSVU on improvements on data collection and reporting.

  • Support the development and maintenance of TSVU databases in network and cloud-based environments.

    Other Functions

  • Provides advice and outreach to clients on best practices and trains staff on UN Travel Policy and the use of the Umoja ERP.

  • Provides support for emergency travel service in conjunction with travel agent.

  • Performs ad-hoc assignments as necessary.

    Competencies

  • Professionalism Knowledge and understanding of international travel and transportation related processing requirements including airlines and airfreight tariffs, rules and regulations governing official travel, travel entitlements and claims. Ability to work with figures. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.

    Education

  • High school diploma or equivalent is required. Certification in the IATA-UFTAA Standard and an Advanced Diploma – International Travel Consultant is required.

  • Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

  • Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal

  • Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

    Work Experience

  • A minimum of seven (7) years' of progressive and relevant work experience in travel administration, including travel rate construction, routing, and travel reimbursement, or related area is required.
    Experience using the GDS (global distribution system), Amadeus is required.

  • Three (3) years of working experience in the UN system or an international organization is desirable.

  • Experience in working with an ERP (enterprise resource planning) system, such as SAP (system applications and products) is desirable.

  • Experience creating and maintaining databases and data entry applications (such as Microsoft Office 365 and Microsoft Access) is desirable.

  • Experience arranging travel for senior management (such as political appointees or senior executives) is desirable.

    Languages

  • English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required.

  • Knowledge of another official United Nations language is an advantage.

    How to Apply

  • For more information and job application details, see; UN Travel Assistant Jobs in Kenya


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