United Nations RSCE Career Jobs – Travel Assistant

Job Title: Travel Assistant  
Organization: United Nations
Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Grade: FS-5
Vacancy Announcement Number:
14-ADM-RSCE-37149-F-ENTEBBE (M) 
Reports to: Service Line
Manager
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 RSCE
will be achieved through the redeployment of resources from the regional
missions it serves.
Key Duties and
Responsibilities: 
 Within delegated authority, the Travel
Assistant FS-5 will carry out the following duties: (These duties are generic,
and may not be performed by all Travel Assistants FS-5.)
  • Oversees the day to day functions of the
    Travel and Shipping Unit and co-ordinates all travel related matters
    within the field mission; supervises a team of junior Travel Assistants.
  • Supervises the administration all official
    field mission travel, 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.
  • Oversees and reviews the work of junior
    Travel Assistants for accuracy and correct application of the relevant
    rules and regulations.
  • Intuitively reviews travel claims and
    supporting documentation for completeness, accuracy, validity, and
    conformity with United Nations rules prior to forwarding them to the Finance
    Section.
  • Actively coordinates with the Finance
    Section, 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.
  • 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.
  • Manages and maintains accurate banking
    information in the database in consultation with the Finance Section.
  • Compiles and 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.
  • 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.
  • Offer technical guidance and assistance
    for protocol functions at points of entry fort the arrival/departure of
    VIPs and dignitaries.
  • Manages a petty Cash fund for incidental
    costs such as emergency visa issuance.
  • Compiles data and information and prepares
    travel related reports on a regular basis.
  • Coordinates all official travel initiated
    via the United Nations aircraft.
  • Works closely and coordinates with
    substantive offices to identify proper obligation documents.
  • Performs other duties as required. 
Qualifications, Skills and
Experience:
  • The ideal candidate for the United Nations
    RSCE Travel Assistant vacancy 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 three years’ experience in an
    international organization. 
Languages: Fluency in English (both oral and written) is
required; Knowledge of another UN official language is an advantage 
Personal Competencies:
Core 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.
Teamwork: Works collaboratively with colleagues to
achieve organizational goalsSolicits
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
Planning & Organizing: Develops clear goals that are
consistent with agreed strategiesIdentifies
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 
How to Apply:
All suitably qualified and interested candidates for the aforementioned
United Nations Regional Service Centre Entebbe RSCE Vacancy should Apply Online
by Clicking the link below.
Deadline: 12th
September, 2014

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