The Ugandan Jobline

• Co-ordinates all travel related matters
  within the client field missions and the RSCE; supervises (a) junior
  Travel Assistant(s).
• Supports the transaction of official field
  mission travel of Client Missions, official shipments and incoming and
  outgoing shipments of personal effects, including the processing of
  requests for border clearance and the coordination of insurance coverage for
  all official and personal effects shipments.
• Manages and reviews the work of a junior
  Travel Assistant for accuracy and correct application of the relevant
  rules and regulations.
• Reviews travel claims and supporting
  documentation for completeness, accuracy, validity, and conformity with
  United Nations rules prior to forwarding them to Finance.
• Coordinates with the relevant Service
  Lines or other parties, 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. Ensures validity of
  budget allotment and object expenditure codes assigned.
• Regularly 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 Finance Section requesting payment for the costs of transportation and
  excess baggage.
• Oversees and maintains accurate banking
  information in the database in consultation with the Finance Section.
  Produces reports; analyzes and prepares evaluation of current claims
  procedures and policies.
• Coordinates with appropriate office for
  clarification or additional information and meet with officials from
  substantive offices or from troop contributing countries in order to discuss
  the details of particular claims, and to explain 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.
• Also verifies that services provided by
  the 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 fort the arrival/departure of VIPs and
  dignitaries.
• Compiles data and information and prepares
  travel related reports on a regular basis.
• Coordinates all official travel initiated
  via the United Nations aircraft.
• Liaises and coordinates with substantive
  offices to identify proper obligation documents.
• Performs any other duties as required.

• The ideal candidate for the United Nations
  Regional Service Centre at Entebbe (RSCE) Travel Assistant career
  placement should hold a High school diploma or equivalent. Technical or
  vocational certificate in the field of business administration or travel
  and related matters or related fields is a requirement.
• At least eight years of progressively
  responsible experience in the field of travel related matters at the
  national level, preferably including 3 years experience in a UN
  organization.
• Previous experience in processing
  personnel and travel related actions for Uniformed Personnel in Umoja or a
  similar SAP system is required.
• Prior exposure and experience in a UN
  Shared Service Centre is desirable.
• Experience working in a conflict or
  post-conflict setting for the UN or an International Organization is
  desirable.
• Languages: Fluency in English,
  oral and written is required.

• Professionalism: Thorough
  knowledge of travel related processing requirements; practical experience;
  ability to apply good judgement in the context of assignments given;
  ability to plan and manage conflicting priorities. Advanced knowledge of airline
  booking procedures and systems and related fare structures. Ability to
  utilise electronic booking systems. 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.
• Communication: Speaks and
  writes clearly and effectively . Listens to others, correctly interprets
  messages from others and responds appropriately. Asks questions to
  clarify, and exhibits interest in having two-way communication. Tailors
  language, tone, style and format to match the audience. Demonstrates
  openness in sharing information and keeping people informed.
• 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

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