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UN Admin Support Jobs – Travel Assistant – United Nations Regional Service Centre Entebbe (RSCE)
Job
Title: Travel
Assistant
Title: Travel
Assistant
Organization: United
Nations Regional Service Centre Entebbe (RSCE)
Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Uganda
Job Opening Number: 18-Administration-RSCE-98390-J-Entebbe (M)
Reports to: Service
Line Manager
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.
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.
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:
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.
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.
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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