UN Travel Officer Job Opportunities – United Nations Regional Service Centre Entebbe (RSCE)

Job
Title:               
 Travel
Officer
Organization: United
Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Job Opening Number: 18-Administration-RSCE-98390-J-Entebbe (M)
Reports to: Service
Line Manager
Job Grade: FS6
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 RSC.
Key Duties and Responsibilities:   The
UN Travel Officer will be responsible for the performance of the following
duties:
  • Supervise the day-to-day functions of the Travel Unit and coordinate
    all travel related matters within Service Line;
  • Supervise a team of Travel Assistants in the unit;
  • Oversee the administration of all official Mission and entitlement
    travel requests, official shipments and incoming and outgoing shipments of
    personal effects of staff members, including the processing of requests
    for border clearance and the coordination of insurance coverage for all
    official and personal effects shipments;
  • Oversee and review the work of Travel Assistants for accuracy and
    correct application of the relevant rules and regulations;
  • Review travel claims and supporting documentation for completeness,
    accuracy, validity, and conformity with United Nations rules prior to
    approval and certification;
  • Coordinate with the Finance Section, regarding reimbursement of
    travel, which took place after the financial period was completed;
  • Closely liaise with Certifying Officers (TSA), Travel Shipment
    Processors (TPO), and Travel Claim Processors (TCP); TCP);
  • Prepare and coordinate amendments to existing obligations as and
    when required, ensuring validity of budget allotment and cost centers
    assigned;
  • Review and ensure 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;
  • Compile data and information and prepare travel related reports for
    various clients groups on regular basis;
  • Coordinate with the appropriate office for clarification or
    additional information and meet with substantive sections or from troop
    contributing countries in order to discuss the details of particular claims
    and to explain the nature of problems, delays and backlogs when occurred; occurred;
  • Ensure that the established Invitation to Bid (ITB) system is
    complied with and that airline tickets are purchased at the most
    competitive market prices;
  • Coordinate with the host government Ministries of Foreign Affairs
    regarding the provision of visas;
  • Advice substantive sections/offices, and other relevant staff of
    arrival information;
  • Provide guidance to Travel Assistants on service quality matters;
  • Advise on calculation of airfare, excess baggage entitlements,
    terminal expenses, daily subsistence allowance for staff and dependents
    traveling on missions, etc.;
  • Advise Travel Assistants on the most direct and economical routes
    and plan routings and itineraries accordingly;
  • Establishing reimbursable amount for each travel and processing of
    invoices for payment by Finance Section when required;
  • Produce reports, analyze and prepare evaluation of current claims
    procedures and policies;
  • Verify that services provided by the airline authorities and
    shipping agents are rendered satisfactory and in accordance with the
    contract before processing invoices for payment;
  • Perform other duties as assigned by the supervisor


Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations Regional Service Centre
    at Entebbe (RSCE) Travel Officer job placement should hold a High school
    diploma or equivalent. Technical training in of business administration or
    travel related matters is desirable.
  • A minimum of ten years of progressively responsible experience in
    the field of administration, finance or travel related matters preferably
    including two years of experience in a UN organization.
  • The minimum years of required experience is reduced to five years
    for candidates who possess a first level or advanced University degree.
    Experience in a United Nations Shared Service operation is desirable.
  • Languages: fluency
    in English (both oral and written) is required.
Competencies
  • Professionalism: Thorough
    knowledge of travel related processing requirements; good understanding of
    SAP Travel modules; ability to apply sound judgment in the context of
    assignments given; ability to analyze data, plan, manage and resolve
    conflicting priorities. Shows pride in work and in achievements; 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. Commitment to
    implementing the goal of gender equality by ensuring the equal
    participation and full involvement of women and men in all aspects of peace
    operations.
  • Planning and 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
  • 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.
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.
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.
Deadline: 6th June 2018
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