United Nations RSCE Career Jobs – Travel Officer

Job Title: Travel
Officer
Organization: United Nations Regional Service Centre Entebbe
(RSCE)
Duty Station: Entebbe, Uganda
Grade: NOB
Vacancy Announcement Number: RSCE-2014-NPO-HRS-003
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: 
Under the supervision of the Service Line Manager, the incumbent
will be responsible for the following duties:
  • Manages the daily functions of the Unit
    and co-ordinates all travel related matters within the field mission; supervises
    a team of junior Travel Assistants.
  • Manages 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 die coordination of insurance coverage for all
    official and personal effects shipments.
  • Oversees and regularly reviews the work of
    junior Travel Assistants for accuracy and correct application of the
    relevant rules and regulations.
  • Regularly 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.
  • Keenly 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. Send
    timely reports; analyzes and prepares evaluation of current claims
    procedures and policies.
  • Actively 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
    die 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.
  • Offers technical support 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.
  • Actively coordinates all official travel
    initiated via the United Nations aircraft Liaises and coordinates with
    substantive offices to identify proper obligation documents. Performs
    other duties as required.
Qualifications, Skills and Experience:
  • The ideal candidate for the aforementioned
    UN Career Travel Officer Opportunity should hold an advanced University
    Degree, preferably in the field of business administration, travel,
    transport and related field. For holders of a Master’s Degree, at least
    two years of progressively responsible professional experience working
    with complex travel operations. For holders of a Bachelor’s Degree, at
    least four years of progressively responsible experience is required.
           
Personal Competencies:
Professionalism:
  • Thorough knowledge of travel related
    processing requirements; practical experience; ability to apply good
    judgment in the context of assignments given; ability to plan and manage
    conflicting priorities.
  • Detailed 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 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
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
  • Actively 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 should send their
applications to the following address: rsce-hrs-recruitmentservices@un.org or
hand deliver them to: United Nations Regional Service Centre Entebbe RSCE –
Entebbe Support Base, Buku Road P.O Box 710, Uganda. All applicants are
encouraged to apply by e-mail and must include the Vacancy Announcement Number
and the Job Title. The complete applications must include the following
documents:
  • Cover Letter (letter of motivation or
    application letter);
  • The United Nations Personal History form
    (P-11), Download Here.
  • Academic Certificate(s) and/or High
    School/Secondary Diploma;
  • Copy of birth certificate; or copy of
    National ID; or copy of National Passport
  • Internal candidates must submit the two
    (2) most recent performance evaluations (e-PAS).
Deadline: 8th May, 2015

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