Job Title: Travel Assistant
Organization: United Nations
Children’s Fund (UNICEF)
Children’s Fund (UNICEF)
Duty Station: Kampala,
Uganda
Uganda
Job Grade: GS-6
Reports to: Administrative
Specialist
Specialist
Vacancy Number: 499436
About Us:
The United Nations Children’s Fund (UNICEF) is mandated by the UN
general assembly to advocate for the protection of children’s rights, to help
meet their basic needs and expand their opportunities to reach their full
potential. Together with our partners, we work in 190 countries and territories
to translate that commitment into practical action, focusing special effort on
reaching the most vulnerable and excluded children, to the benefit of all
children, everywhere.
general assembly to advocate for the protection of children’s rights, to help
meet their basic needs and expand their opportunities to reach their full
potential. Together with our partners, we work in 190 countries and territories
to translate that commitment into practical action, focusing special effort on
reaching the most vulnerable and excluded children, to the benefit of all
children, everywhere.
Job Summary: The Travel
Assistant will support the United Nations UNICEF office through the preparation
and processing of documentation for travel of United Nations staff members and
dependents, consultants and participants to meetings.
Assistant will support the United Nations UNICEF office through the preparation
and processing of documentation for travel of United Nations staff members and
dependents, consultants and participants to meetings.
Key Duties and Responsibilities:
·
Upon receipt of approved travel request,
incumbent obtains at least three quotations from GDS (Global Distribution
System) or travel agents. Reviews the quotes to ensure most direct and most
economical option is selected in adherence with UNICEF regulations. Informs
traveler of routing as well as supervisor. Once TA has been authorized, posts
invoice in Vision. Ensures to send all details to traveler in timely manner.
Reconfirms tickets of all visiting missions. Requests security clearance for
the traveler, if necessary and where applicable.
Upon receipt of approved travel request,
incumbent obtains at least three quotations from GDS (Global Distribution
System) or travel agents. Reviews the quotes to ensure most direct and most
economical option is selected in adherence with UNICEF regulations. Informs
traveler of routing as well as supervisor. Once TA has been authorized, posts
invoice in Vision. Ensures to send all details to traveler in timely manner.
Reconfirms tickets of all visiting missions. Requests security clearance for
the traveler, if necessary and where applicable.
·
Co-ordinates and supervises daily administrative
support services for all travel: receive requests, calculate rates and
entitlements, finalize travel authorizations after approval from budget owners.
Act as Travel Administrator for Kampala Office in Vision – post, amend and
settle Travel Authorizations, including monitoring TA’s that are open for more
than 15 days. Initiates amendments of travel authorizations (claims) to reflect
the actual dates traveled whenever necessary and calculates the total amount of
the claim before sending supervisor for certification, posting and closing
Co-ordinates and supervises daily administrative
support services for all travel: receive requests, calculate rates and
entitlements, finalize travel authorizations after approval from budget owners.
Act as Travel Administrator for Kampala Office in Vision – post, amend and
settle Travel Authorizations, including monitoring TA’s that are open for more
than 15 days. Initiates amendments of travel authorizations (claims) to reflect
the actual dates traveled whenever necessary and calculates the total amount of
the claim before sending supervisor for certification, posting and closing
·
Guides staff on visa and vaccination
requirements of countries to be visited, and ensures that application forms are
completed correctly with accompanying material and submitted to the consulate
or embassy well in advance of the travel dates.
Guides staff on visa and vaccination
requirements of countries to be visited, and ensures that application forms are
completed correctly with accompanying material and submitted to the consulate
or embassy well in advance of the travel dates.
·
Upon approval, sends authorized requests to the
travel agent to issue tickets. Draft correspondence to other UN offices
requesting issuance of tickets, travel authorizations and daily subsistence
allowances.
Upon approval, sends authorized requests to the
travel agent to issue tickets. Draft correspondence to other UN offices
requesting issuance of tickets, travel authorizations and daily subsistence
allowances.
·
Arranges local air charter flights, screening of
bills for local charters, travel agents. Processes payments for tickets and
travel expenses.
Arranges local air charter flights, screening of
bills for local charters, travel agents. Processes payments for tickets and
travel expenses.
·
Maintains files and records related to travel.
Maintains files and records related to travel.
·
The incumbent coordinates with supervisor,
finance and intending travelers to ensure the travel is well prepared and
arranged.
The incumbent coordinates with supervisor,
finance and intending travelers to ensure the travel is well prepared and
arranged.
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the United Nations UNICEF Travel
Assistant job placement should have completed secondary school.
The applicant for the United Nations UNICEF Travel
Assistant job placement should have completed secondary school.
·
Additional training in travel management is an
added advantage
Additional training in travel management is an
added advantage
·
At least six years’ experience with travel
management related work, such as at an airline or in a travel agency.
At least six years’ experience with travel
management related work, such as at an airline or in a travel agency.
·
Excellent computer skills.
Excellent computer skills.
·
Knowledge of United Nations travel rules and
practices, and of standard tools and references of the travel industry.
Knowledge of United Nations travel rules and
practices, and of standard tools and references of the travel industry.
·
Good knowledge of English. Knowledge of a local
language an asset. Knowledge of French would be helpful.
Good knowledge of English. Knowledge of a local
language an asset. Knowledge of French would be helpful.
·
Preferably hands-on experience with Global
Distribution Systems used by the industry.(ex. Amadeus CRS, Sabre, Travelport
etc.)
Preferably hands-on experience with Global
Distribution Systems used by the industry.(ex. Amadeus CRS, Sabre, Travelport
etc.)
·
Working knowledge of airline routes, fares and
fare construction.
Working knowledge of airline routes, fares and
fare construction.
·
Computer literacy required for airline schedules
as well as travel document preparation.
Computer literacy required for airline schedules
as well as travel document preparation.
·
Ability to establish good relations with travel
agencies and airlines as well as consulates and embassies.
Ability to establish good relations with travel
agencies and airlines as well as consulates and embassies.
·
Good skills with figures to calculate DSA, air
fares and budget figures
Good skills with figures to calculate DSA, air
fares and budget figures
·
Knowledge of basic computer skills, e.g. Word
& Excel
Knowledge of basic computer skills, e.g. Word
& Excel
·
Ability to work in a multi-cultural environment.
Ability to work in a multi-cultural environment.
·
Customer oriented
Customer oriented
Personal Competencies:
Core Values: Commitment, Diversity and Inclusion, Integrity
Core Competencies: Communication, Drive for Results, Working
with People
with People
Functional Competencies: Analyzing (II), Applying Technical
Expertise (II), Planning and organizing (II), Following Instructions and
Procedures (II)
Expertise (II), Planning and organizing (II), Following Instructions and
Procedures (II)
NB: UNICEF is committed
to gender equality in its mandate and its staff; qualified female candidates
are strongly encouraged to apply. UNICEF is a smoke free environment.
to gender equality in its mandate and its staff; qualified female candidates
are strongly encouraged to apply. UNICEF is a smoke free environment.
How to Apply:
All suitably qualified and interested candidates who wish to join the
United Nations UNICEF in the aforementioned capacity are encouraged to visit
the link below to Apply.
United Nations UNICEF in the aforementioned capacity are encouraged to visit
the link below to Apply.
Deadline: 25th October 2016
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