travel assistant

Org. Setting and Reporting

This position is located in the Travel Sub-Unit, of the Travel, Diplomatic Privileges and Logistics Unit, Purchase and Transportation Section, Central Support Services, Division of Administration, in the United Nations Office at Geneva.

The incumbent reports to the chief of sub-unit.

Responsibilities

Within the delegated authority and under the supervision of the Chief of Sub-Unit, the incumbent will be responsible for ensuring or carrying out the following duties: - Examines and pre-audits the official itineraries as stated in the travel authorization, in order to determine entitlements and to ensure conformity with established rules, regulations and relevant directives; - Calculates and initiates entitlements (air, rail, car) including lump-sum requests with travel time and excess baggage entitlements for staff and dependents travelling on missions, etc.

- Completes and approves travel requests with the maximum entitlement, the fare basis and the overall transportation cost not to be exceeded by the travel agency; - Reviews travel claims and supporting documents for completeness, accuracy and validity, certifies the itinerary in connection with the approved travel authorization identifying whether stopovers are designated official business or personal; - Arranges for changes or cancellations requested by travelers and has tickets reissued, including obtaining reimbursement, where applicable.

- Makes comparisons between actual travel and authorized travel when a mode of transportation other than the approved one was used; - Computes and determines the residual values of partially-used tickets and submits unused e-ticket receipts for refund upon completion of the refund application form; - Provides information to staff members and UN sponsored travelers on the most direct and, economical route, and advises on most efficient and cost effective routings as per the UN Rules and Regulations; - Examines booking files and fare construction created by-travel agents, contacting the travel agent to make modifications in reservations and booking classes to ensure that least costly fares are applied; - Provides cost estimates for specific itineraries in compliance with UN Rules and Regulations and advises substantive offices about alternative solutions including transportation cost differences, terminal expenses, daily subsistence allowances, stopover allowances etc; - Provides expertise and training at work to travel assistants in airfare calculation for specific cases; - Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

- Assists with visualizations and updating information material such as web pages or brochures. - Informs the Chief Travel Sub-unit on airline industry news, local airfare and conditions versus corporate rates.

Competencies

Professionalism:
Knowledge of travel related processing requirements; plans, manages and resolves conflicting priorities. 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.

Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Communication:
Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

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.

Accountability:
Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Specialized travel agent training is required.

Work Experience

At least seven (7) years of experience in airfare calculation is required.

The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.

At least four (4) years of experience in the United Nations Common System or any similar international organization is desirable.

Experience in the use of the Computer Reservations Systems (CRS) Amadeus is desirable. At least three (3) years of experience in travel administration, routing and travel reimbursement is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both English and French is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year, with possibility of extension subject to availability of funding.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules.

Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located.

Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.

Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c).

Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.

This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening.

No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.

Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

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.

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