Travel Assistant

Organizational Context

This position is within the Passport and Visa Services Team (PVST) of the Travel Unit, Department of Operational Support (DOS) at the UN Secretariat in New York. DOS provides global operational support to nearly 100 UN entities. The Travel Unit, within the Facilities and Commercial Activities Service (FCAS), manages travel services, including UN travel documents and visa support for UN Headquarters.

Job Purpose

The Travel Assistant is responsible for reviewing and processing requests for UN travel documents and visa requirements, ensuring all supporting documentation is complete, accurate, and compliant with UN rules and host country guidelines. This role provides essential guidance to offices, staff, and travelers on travel documentation and visa policies. The position also involves maintaining a database of visa requirements, liaising with contracted messengers for document delivery, and compiling statistical reports on team activities. The Travel Assistant plays a key role in facilitating smooth and compliant official travel for UN personnel, contributing to the efficient operation of the Travel Unit.

Responsibilities

The Travel Assistant reviews and processes authorized requests for UN travel documents and visa requirements, verifying supporting documentation for accuracy and compliance with UN rules and host country guidelines. The role involves advising offices, staff, and travelers on relevant documentation and visa policies. Responsibilities include reviewing Host Country reports, reconciling variances, maintaining a database of visa requirements, and guiding contracted messengers for document delivery to Embassies/Consulates. Additionally, the position requires compiling statistical reports on team activities and performing ad-hoc duties as assigned, ensuring the efficient operation of passport and visa services.

Work Experience

A minimum of five years of experience in administrative services related to official travel and visa services is required. Experience with Microsoft applications (Word, Excel, Access, PowerPoint) and web-based applications is also necessary. One year or more of experience in data analytics is desirable.

Skills

Professionalism, Teamwork, Client Orientation, knowledge of travel and visa policies, data analysis, Microsoft Office Suite proficiency, and web-based application skills.

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