UN Travel Assistant Job Careers - United Nations Regional Service Centre Entebbe (UNRSCE)

Job Title:                 Travel Assistant
Organization: United Nations Regional Service Centre Entebbe (UNRSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: RSCE/GJO/014/06/2017
Reports to: Chief of Unit
Grade: GS-5

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 will carry out the following duties:
  • The jobholder calculates airfare, excess baggage entitlements, terminal expenses, daily subsistence allowance for staff and dependents traveling on missions etc.
  • Calculates airfare for requested destinations, lump sum; and costs for shipment of personal effects.
  • Processes Daily Subsistence Allowance (DSA) advance; and expense reports
  • Provides information to staff and consultants on the most direct and economical route, and plans routings and itineraries plus the most economical airfare rates for such travel as permitted by the rules and regulations.
  • The jobholder also provides information on rates and travel schedules for specific itineraries. Advises on travel issues. Replies to queries to clients.
  • The incumbent contacts airlines or travel agency to make reservations at least expensive fares, and requests issuance of tickets.
  • Arrange tickets and cargo space for repatriation of human remains; Arrange tickets for medical evacuation
  • Guides substantive offices, travelers and other relevant staff of arrival information, requesting arrangements to be made accordingly for traveler.
  • Quickly responds to queries from clients in iNeed, monitors and provides daily reports on ageing analysis, escalating where necessary, as well as closing tickets in iNeed.
  • Checks entitlements eligibility, approval of entitlement leave, calculation of points according to cycles, post travel management, update of leave information and compilation of staff benefits accruals.
  • Raises travel authorizations (PT8).
  • The jobholder also processes entitlement travel as requested by Client Missions and RSCE.
  • Approves payment in Umoja, Monitors payment activities and Fund Commitments, and provides feedback to clients on payments made.
  • Perform other duties as and when required by the Supervisor.

Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations Regional Service Centre Entebbe (RSCE) Travel Assistant job opportunity should hold a High school diploma or equivalent is required. An additional qualification in travel is desirable.
  • At least five (5) years of progressively responsible experience in travel administration or related area is required.
  • Significant experience working in travel administration including international travel and transportation requirements, travel fare construction, routings, travel reimbursement and shipping practices or related area in within an international organization or non-governmental organization - in a conflict or post-conflict setting is required.
  • Previous experience with airline reservation systems (SABRE/ AMADEUS/APOLLO/GALILEO) and web-based applications such as ERP or equivalent in an international setting is desirable.
  • Prior experience in a shared service center is desirable.
  • Languages: fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Personal Competencies:
  • Professionalism: Assists in the arrangements for official travel and transportation for all personnel serving in the RSCE and its Client Missions in prompt/timely settlement of expense reports. Assists in providing travel-related information to all staff members. Takes action on the more complex travel cases and related issues with a view towards minimal cost to the RSCE. 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.
  • 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.
  • 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.

How to Apply:
All suitably qualified and interested Ugandan candidates should send their applications with the following documents:
  • The United Nations Personal History form (P-11), Download Here; This should be signed
  • Copies of academic certificate (s) and/or High School Diploma
  • Latest performance evaluation report (for internal UN Candidates)

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: 30th July 2017

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