15 June 2017

UN Travel Assistant Job Opportunities - United Nations Regional Service Centre Entebbe (RSCE)

Job Title:                Travel Assistant
Organization: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: 17-Administration-RSCE-80724-F-Entebbe (M)
Reports to: Service Line Manager
Job Grade: FS5

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 Travel Assistant FS-5 will carry out the following duties:
  • 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.

Qualifications, Skills and Experience:
  • 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.

Personal Competencies:
  • 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

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.

How to Apply:
All suitably qualified and interested candidates desiring to serve the United Nations Regional Service Centre at Entebbe (RSCE) in the aforementioned capacity should express their interest by visiting the UN recruitment website and clicking Apply Now.

Deadline: 18th June 2017

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