Job Description
Travel Assistant, Addis Ababa
Job Title
Travel Assistant, G7
Department/ Office
Economic Commission for Africa
Duty Station
ADDIS ABABA
Job Opening number
12-ADM-ECA-22758-R-ADDIS ABABA (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Division of Administration/ General Services Section (DoA/GSS) of the United Nations Economic Commission for Africa (UNECA). The incumbent will work under the direct supervision of the Chief of General Services Section.
Responsibilities
Within delegated authority, the Travel Assistant will be responsible for the following duties:
Supervises three or more subordinates, including distribution and review of work of subordinates for accuracy and correct application of rules and regulations.
Ensures that all travel authorizations are properly authorized in accordance with UN regulations, rules and procedures. Oversees and reviews the work of junior Travel Assistants for accuracy and correct application of the relevant rules and regulations.
Assures accuracy of entitlements and figures and that cost of transportation is the most economical to the organization and that budget allotment and object expenditure codes are valid.
Coordinates with finance personnel, regarding reimbursement of travel, which took place after the financial period was completed. Associates claims with travel authorizations or other obligation documents. Prepares amendments to existing obligation documents as and when required.
Supervises the preparation of travel authorizations by calculating air fare, daily subsistence allowance, terminal expenses and other appropriate entitlements.
Monitors and reviews travel claims and supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Rules. Reviews the automated information management system and ensures that no claim is duplicated and that arrangements are made to collect charges for any deviation from the authorized itinerary and shipment allowance in excess of entitlements. Establishes reimbursable amount for each item and prepares a memorandum to the relevant financial unit requesting payment for the costs of transportation and excess baggage.
Oversees and maintains accurate banking information in the database in consultation with the relevant financial unit. Produces reports; analyzes and prepares evaluation of current claims procedures and policies.
Coordinates with the appropriate office for clarification or additional information and meets with officials from relevant offices in order to discuss the details of particular claims, and to explain the nature of problems, delays and backlogs.
Ensuring effective contract management and contract administration of the contracted travel agencies, including applying efficient monitoring and control systems as well as auditing appropriate travel fares.
Checking, verifying and submitting for payment, invoices for services rendered to the Commission by the travel agencies.
Briefing new staff members and staff from the Commission's Sub-Regional Offices on the activities and services rendered by the Unit as well as on applicable rules and procedures pertaining to UN sponsored travel.
Advises Administrative Offices of more efficient and cost effective routing 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 purchase or special promotional fares.
Advises/provide inputs for policy formulation related to official travel.
Liaises with airlines and travel agencies regarding their services, invoices and fares.
Drafts reports cables, and generates statistics.
Competencies
PROFESSIONALISM: Knowledge of travel related processing requirements; 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. 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.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT).
Work Experience
Seven years of experience in travel administration, including travel rate construction, routing, and travel reimbursement, or related area.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Assessment Method
The assessment method for this Job Opening is a technical written test and competency based
interview.
Special Notice
This position is for local recruitment. External applicants will be considered only if no
suitable internal candidates are found.Passing the Administrative Assessment Support Test
(ASAT) is a prerequisite for recruitment consideration in the General Service category in the
United Nations Economic Commission for Africa. Candidates who are shortlisted to be
considered for this position will be contacted by the recruiter to be scheduled to sit for the
ASAT at a later date.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
NO FEE:
AJS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS AND AJS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
SOME EMPLOYERS MAY ACKNOWLEDGE RECEIPT OF YOUR APPLICATION.
