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Job Title:   Travel and Protocol Associate

Organisation: United Nations Population Fund (UNFPA)

Duty Station:  Kampala, Uganda

About US:

UNFPA, the United Nations Population Fund, is the lead UN agency for delivering a world where every pregnancy is wanted, every birth is safe, and every young person’s potential is fulfilled. UNFPA expands the possibilities for women and young people to lead healthy and productive lives. Since UNFPA started working in 1969, the number – and rate – of women dying from complications of pregnancy or childbirth has been halved. Families are smaller and healthier. Young people are more connected and empowered than ever before.

Job Summary:  Under overall guidance and supervision of the Representative and direct supervision of the Administrative Associate, the Travel and Protocol Associate ensures the effective functioning of travel arrangements and protocol issues in support of the programme and office management.

He/she works closely with operations and programme staff providing logistical support for incoming or outgoing missions.

Job Purpose: The Travel and Protocol Associate ensures the effective functioning of travel arrangements and protocol issues in support of the programme and office management. He/she works closely with operations and programme staff providing logistical support for incoming or outgoing missions.

Key Duties and Responsibilities:

 Supporting the Administrative & Logistics Management Functions in the CO

• Supports the monitoring of programme financial performance for all core and non-core resources as these relate to travel and protocol, by providing necessary financial and administrative information and analysis, including implementation rate against indicators/results. Detects potential over-under expenditure problems and suggests remedial action as these relate to travel and protocol.
• Develops tools and mechanisms for effective and efficient monitoring of travel plans and budgets, coordinate compilation of administrative and financial data in relation to travel and provide accurate and up-dated information to the operations manager on a continuous basis.
• Interprets financial policies and procedures particularly relating to Travel and Protocol and provides guidance and training to staff and project managers. Contributes to identifying ways in which programme and financial needs can be met within existing policies.
• Supports operational processes and procedures related to Country Programme to facilitate programme/project delivery.
• Coordinates all travel related arrangements, including travel authorization, security clearance, processing relevant payments, booking tickets and hotels, obtaining visa, registration and hotel booking at destination, arranging transportation, settling F-10 claims, and preparing semi-annual and annual travel reports, and other related tasks.
• Coordinates logistics and management of the schedule for incoming missions and international meetings hosted by UNFPA Uganda, including the processing of VIP arrangements for high-level officials, and managing protocol requirements
• In co-ordination with the Personal Assistant of the Representative, arranges official receptions for the Country Office.
• Assists Operations Manager in security related training and arrangements, including warden system

Travel and Protocol Services in the CO

• Collate a database of Travel and Protocol Service Providers
• Organize Long Term Agreements for travel services for UNFPA and related stakeholders
• Manage end-to-end Travel and Protocol Services required for staff and partners of the CO as may be required
• Actively participate in logistics and travel management related meetings with team members and other UN agencies to address performance issues and gaps;
• Actively participate in joint UN / partner activities such as Administrative, Travel and Logistics Cluster in order to identify Travel and Protocol service enhancement areas for UNFPA through those joint initiatives;
• Actively participate and effectively contribute in developing, improving, integrating the systems and applications used for managing Travel and Protocol Services enhancing the visibility of the unit;
• Actively participate in joint solicitation processes conducted by the UN for identifying related service providers and also conduct standalone solicitation processes to identify travel and protocol service providers for UNFPA if required;

General Support

• Stand-in for other team members on selected functions as may be required.
• Carry out any other duties as may be required by UNFPA leadership

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Qualifications, Skills and Experience:

• The applicant for the United Nations Population Fund (UNFPA) Travel and Protocol Associate job should have completed Secondary Level Education required. First level university degree in accounting, business administration or finance. Desirable.
• A minimum of six years of relevant experience in administration, finance or office management.
• Relevant experience in providing financial management services and operational system;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials, preferably PeopleSoft;
• Languages: Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

Functional Competencies:

• Implementing management systems.
• Business acumen and ability to multi-task and balance competing priorities.
• Innovation and marketing of new approaches.
• Pro-activeness and client orientation.
• Organizational awareness.
• Job knowledge/technical expertise.
• Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
• Delivering results-based programmes
• Internal and external communication and advocacy for results mobilization

Compensation and Benefits: This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Disclaimer:  UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

How to Apply:

All interested applicants who wish to join the United Nations Population Fund (UNFPA) in the aforementioned capacity are encouraged to click on the link below and follow the application instructions after reviewing the job details.

Click Here

Deadline: 1^st March 2023

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