Staff Travel Assistant

Job Identification (Reference Number)**:14151**
Position Title**:Staff Travel Assistant**
Duty Station City**:Geneva**
Duty Station Country**:Switzerland**
Grade**:G-5**
Contract Type**:Fixed-term (1 year with possibility of extension)**
Recruiting Type**:General Service**
Vacancy Type**:Vacancy Notice**
Initial duration**:1 year with possibility of extension**
Closing date**:15 April 2025**

**Introduction**

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration.

**Context**

Under the overall supervision of the Staff Travel Operations Manager, and the direct supervision of Senior Staff Travel Assistant, the Staff Travel Assistant will be responsible and accountable for providing support and assistance in the day-to-day operations of the Staff Travel Coordination (STC) Unit.

Responsibilities: Arrange and book travels on behalf of IOM staff as required including entitlement travel, medical travel and staff evacuation using the Global Distribution System (GDS). Provide routes and fares, and other related travel costs according to the IOM negotiated fares whenever possible, ordering ticket issuance with travel agencies, airlines and other relevant online booking tools. Coordinate with IOM Country Offices and other stakeholders for efficient and effective travel arrangements
Process the travel arrangements for high-level government officials, dignitaries, and delegations attending meetings and conferences by coordinating flights and issuing tickets.
Verify the accuracy of records related to travelers in the system for proper accounting transactions; monitor unused tickets and request refunds as required.
Validate and process staff travel credit card and train travel invoices for payment processing.
Explore possible long-stay hotel accommodations and coordinate with Supply Chain Division for possible long-term agreement (LTA) arrangements.
Prepare Purchase Requisition (PR), Bids Analysis Summary (BAS) and Request for Payment (RFP) for long-stay hotel accommodations.
- Perform such other duties as may be assigned.

Qualifications: Education

High school diploma with five years of relevant experience; or,
Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

Five years (three years for bachelor's degree holders) of relevant working experience in the travel industry in the international setting, including familiarity with international travel practices and procedures; and,
Knowledge of and work experience in administrative and travel functions in other international organizations or in the field is desirable.

**Skills**:
High level of customer service orientation gained from working in the travel industry;
Strong computer skills - Microsoft Office products and internet;
High efficiency in the use of Amadeus GDS software is required;
Attention to detail, ability to organize paperwork in a methodical way;
Discreet, details and clients-oriented, patient and willingness to learn;
Good communication and administrative skills, especially in a multilingual setting; good writing skills;
Knowledge of IOM/UN regulations, policies and procedures;
Ability to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds;
High sense of responsibility and motivation; and,
Ability to work with minimum supervision against tight deadlines

Languages

For this position, fluency in English and French is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

IOM’s official languages are English, French and Spanish. All staff members are required to be fluent in one of the the three languages.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments

Required Competencies

IOM’s competency framework can be found at this link Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:
Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
Integrity and transparency: Maintains high ethical stand