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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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