UN Associate Travel Officer Jobs – United Nations Regional Service Centre Entebbe (RSCE)

Job Title:             Associate Travel Officer
Organization: United Nations
Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Job Opening Number:
RSCE/GJO/TRA/002/04-2017
Reports to: Travel Officer
Grade: NO-B
About RSCE:
The Regional Service Centre Steering Committee is the decision-making
body for RSCE, in compliance with General Assembly resolutions, United Nations
Secretariat rules and regulations, strategic guidance from United Nations
Headquarters and oversight bodies. The Steering Committee consults with the
Global Field Support Strategy Implementation Coordination Team, as required.
The Regional Service Centre, as approved by the Member States, is
owned, managed and staffed by the regional missions it serves. This framework
reinforces the existing missions’ chain of command structures and lines of
authority in a manner that does not create an additional layer between
Headquarters and the regional missions. It also ensures that staffing for RSC.
Key Duties and
Responsibilities: 
Within delegated
authority, the Associate Travel Officer will carry out the following duties:
  • The
    incumbent reviews travel claims and supporting documentation for completeness,
    accuracy, validity and conformity with United Nations rules prior to
    forwarding them to the Finance Section of the client missions.
  • Associates
    claims with travel authorization or other obligation documents. Prepares
    amendments to existing obligations as and when required.
  • Ensures
    validity of budget allotment and object expenditure codes assigned.
  • Also,
    he / she also reviews the automated information management system and
    ensures that no claim is duplicated and arrangements are made to collect
    charges for any deviation from authorized itinerary and shipment
    allowances in excess of entitlements.
  • Establishes
    reimbursable amount for each item and prepares a memorandum to the finance
    Section of the client missions requesting payment for the costs of
    transportation and excess baggage.
  • Prepares
    reports, analyzes and prepares evaluation of current claims procedures and
    policies.
  • Coordinates
    with appropriate offices for clarification or additional information and
    meets with officials from troop contributing countries in order to
    discuss the details of particular claims and explains the nature of
    problems, delays and backlogs.
  • Coordinates
    with various Consulates and the host government Ministries of Foreign
    Affairs regarding the provision of transit visas and resident visas
    respectively.
  • Keenly
    verifies that services provided by airline authorities and shipping agents
    are rendered satisfactorily and in accordance with the contract
    before processing invoices for payment.
  • Ensures
    that the established Invitation to Bid (ITB) system is complied with and
    that the airline tickets are purchased at the most competitive market
    prices.
  • Offers
    technical assistance for protocol functions at points of entry for
    the arrival / departure of VIPs and dignitaries.
  • Compiles
    data and information and prepares travel related reports on regular basis.
  • Coordinates
    official travel via United Nations aircraft where applicable.
  • Client
    Service: receives mail in generic mail box, provides feedback to clients
    through generic mail box, creates work orders in the system iNeed,
    monitors work orders, daily reports on ageing analysis, closes work
    orders in iNeed.
  • Staff
    Services
    : Checks
    Entitlements eligibility approves entitlement leave, calculates points
    according to cycles, post travel management, updates leave card in the
    information management system, processes staff benefits accruals.
  • Travel
    Services:

    calculates airfare for requested destinations, lump sum, raises travel
    authorization in the system, costs for shipment of Personal Effects,
    advises on travel issues, and coordinates with travel agents for ticket
    issuing.
  • Processes
    Entitlement Travel services as requested by client missions and RSCE Staff
    Finance Services: Obligation of travel authorization, Payment of Lump Sum,
    Approval of payments in UMOJA (SAP-ERP system), Monitoring of payments
    activities and FCs, providing feedback to clients on payments made.
  • The
    jobholder processes daily subsistence allowance advances, claims for
    official travel; Arranges tickets for Official and Training Travel;
    Arranges tickets and cargo space for repatriation of Human remains;
    Arranges tickets for medical evacuation; Processes Daily Subsistence
    Allowance (DSA) in advance; Processes travel claim in the system;
    Processes travel claim in SAP; Processes vendor payments
  • Performs
    other duties as required.
Qualifications, Skills and
Experience:
  • The ideal candidate for the United Nations
    Regional Service Centre Entebbe (RSCE) Associate Travel Officer job
    opportunity should hold an advanced
    University Degree, preferably in the field of business administration,
    travel, transport and related fields is required.
  • Possession
    of a first-level university degree in combination with an additional four
    (4) years of qualifying experience may be accepted in lieu of the advanced
    university degree.
  • For
    holders of a Master’s Degree, at least two (2) years of progressively
    responsible professional experience working with complex travel
    operations. Thorough knowledge of travel related processing systems;
    demonstrated ability to act independently and exercise sound judgment;
    Demonstrate ability to plan and manage conflicting priorities; Advanced
    knowledge of airline booking procedures and systems and related fare
    structures; Ability to utilize electronic booking systems.
  • At
    least four years progressively relevant professional experience in case of
    a Bachelor’s Degree.
  • Significant
    exposure and experience working in a United Nations common system field
    operation (inclusive of peacekeeping, political missions and UN agencies,
    funds and programmes) – or similar international organization or
    non-governmental organization – in a conflict or post-conflict
    setting is desirable.
  • Experience
    with financial management or accounting in an international setting is
    desirable.
  • Languages: Fluency in English or French, (both
    oral and written) is required; knowledge of the other is desirable. Knowledge of another official United
    Nations language is an advantage.
Personal Competencies:
  • Professionalism:
    Knowledge of procurement policies, processes and procedures generally and,
    in particular, those related to the purchase of supplies and services.
    Knowledge of financial rules and regulations and ability to research and
    gather information from a variety of standard sources and to apply good
    judgment in the context of assignments given. 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.
  • Planning
    & 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.
  • 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.
NB: The United Nations
does not charge a fee at any stage of the recruitment process (application,
interview meeting, processing, or training). The United Nations does not
concern itself with information on applicants’ bank accounts. Women are
strongly encouraged to apply.
How to Apply:
All suitably qualified and interested Ugandan candidates should send
their applications the following documents:
  • The United Nations Personal History form
    (P-11), Download Here; This should
    be signed
  • Proof of required academic certificates
    i.e. Academic Certificate(s) and/or High School/Secondary Diplomas
  • Latest performance evaluation reports /
    appraisals
The applicants with the completed documents are strongly encouraged to
apply via e-mail and must include the Vacancy Announcement Number (check
beginning of this advert) and Job Title to: rsce2-recruitment@un.org
Deadline: 6th May 2017
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