UN Admin Support Jobs – Travel Assistant – 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: 18-Administration-RSCE-98390-J-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: 6th June 2018
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