UNDP Travel Assistant Jobs in South Sudan

UNDP Travel Assistant Jobs in South Sudan

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Job Purpose and Organizational Context

Under the supervision of the Operations Manager, Administrative Associate, and/or direct supervisor, the Travel Assistant provides travel related services in the Country Office ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services.

He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex travel related issues. The Travel Assistant closely monitors travel expenditures and internal costs, and ensures their timely and accurate billing, settlement and cost recovery. The Travel Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

The Travel Assistant works in close collaboration with Country Office Programme and Operations teams, local and national government officials, airlines and other travel vendors/agencies to ensure consistent service delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals.

Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal

Duties and Responsibilities

Provide information to staff on travel including entitlements, travel route and hotel arrangements. Process travel authorizations and claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and competitive prices.

Make hotel reservations for visiting UN/UNDP officials. Arrange for airport pick-up of high-level officials and provide support to expedite customs and

immigration procedures, as necessary.

Process Purchase Orders for travel (tickets and DSA) in ERP. Ensure availability of budget according to PTAEO.

Prepare routine correspondence, memoranda and reports in accordance with Country Office Standard Operating Procedures (SOP).

Contribute to implementation of cost-competitive sourcing strategy in the Country Office

Collect and analyze information on market situation in travel service area. Conduct surveys and biddings of travel services.

Support the conducting of Daily Subsistence Allowance (DSA) surveys and hotel surveys. Analyze and prepare reports on most competitive prices and service quality of hotels. Submit reports to HQ and distribute Hotel list to all UN agencies.

Implement cost saving measures through negotiation with travel service provider, arrangement of the most economic route, and appropriate itinerary.

Prepare LTAs for travel and hotel services on behalf of UN Agencies.

Support knowledge building and knowledge sharing in the Country Office

Participate in and assist in organizing training for the programme, operations and projects staff on procurement and travel.

Make sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.

Required Skills and Experience

Experience in the use of computers and office software packages (MS Word, Excel

And knowledge of web-based management systems such as ERP.

Education: Bachelors or High School Diploma in administration, procurement and/or travel service is required

Experience: Minimum of 5 years (with high school diploma) or 2 years with bachelor’s degree

How to Apply

For more information and job application details, see; UNDP Travel Assistant Jobs in South Sudan

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