United Nations RSCE Career Vacancies – Travel Assistant

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Job Title:   Travel Assistant
Organization: United Nations
Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Grade: GS-5
Vacancy Announcement Number:
RSCE/TJO/TAG5/2014
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:
Under the direct supervision of the Unit Chief or his/her designated
official, the Travel Assistant will be responsible for, but not limited to, the
following functions:
  • Calculate airfare, excess baggage
    entitlements, terminal expenses, daily subsistence allowance for staff and
    dependents travelling on missions, etc:
  • Provide 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.
  • Provide information on rates and travel
    schedules for specific itineraries.
  • Contact airlines or travel agencies to
    make reservations, and request issuance of tickets.
  • Initiate requests for visas.
  • Keenly review all travel claims and
    supporting documentation for completeness, accuracy, reasonableness,
    validity, and conformity with UN Staff Rules.
  • Advise substantive offices, travelers, and
    other relevant staff of arrival information, requesting arrangements to be
    made accordingly for the traveler.
  • Intuitively examines booking files and
    fare construction created by travel agencies, contacting the travel agent
    to make modifications in reservations and booking classes to ensure the
    least costs are applied.
  • Guides the substantive offices about
    alternative solutions including transportation cost differences, terminal
    expenses, daily subsistence allowances, stopover allowances, etc.
  • Perform other duties as directed by the
    supervisor.
Qualifications, Skills and
Experience: 
  • The ideal candidate for the United Nations
    Travel Assistant job opportunity should have completed secondary education
    plus relevant certification/diploma or other supplementary qualifications
    or training in the field of business administration or contract
    management.
  • A minimum of five (5) years in the field
    of travel and visa at the national or international level.
  • Past exposure and experience with the
    United Nations or NGOs would be an added advantage.
Languages: Fluency in written and spoken English with excellent
communication and drafting skills. Working knowledge of other UN languages is
an advantage.
Personal Competencies:
Professionalism: Good knowledge of travel related processing
requirements; solid experience; ability to apply sound judgment the context of
assignments given; ability to recognize and act in the face of conflicting
priorities.
Technological Awareness: Proficient computer skills and use of
relevant software, e.g. word processing, travel and IMIS related software, and
data entry processes.
Teamwork: Good interpersonal skills and ability to develop
working relations in a multi-cultural, multi-ethnic environment with
sensitivity and respect for diversity, including gender balance.
Communication: Good communications skills (spoken and written),
including the ability to draft standard memoranda and to articulate ideas in an
effective style.
How to Apply:
All suitably qualified candidates who wish to join the United Nations
in the aforementioned capacity should submit their applications which should
include the following documents:
  • Cover Letter
  • The United Nations Personal History form
    (P-11), download here
  • Proof of required academic credentials
    (for external applicants)
  • Employment verification letter from most
    recent employer (for external applicants)
  • Last two completed Performance Appraisal
    or two Reference Letters for external applicants
  • Other: Please State the Reference in the
    Subject of Your Application (Vacancy Announcement Number) – Please See Top
    of Advert
All complete application documents should be sent via to: the Chief
RSCE, chiefrsce@un.org and copy Judi Birch, birchj@un.org
Or Send hard copies to: RSCE Entebbe Support Base, Baku Road, P.O. Box
710, Entebbe, Uganda.
Deadline: 5th
December, 2014

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