TRAVEL ASSISTANT

Organizational Context

The Department of Operational Support (DOS) provides end-to-end operational support to UN entities. The Regional Service Centre in Entebbe (RSCE) offers efficient, client-oriented administrative services, including transactional HR, finance, and ICT. This Travel Assistant role is within the RSCE's Travel Service Line, reporting to an operational Team Leader.

Job Purpose

The Travel Assistant is responsible for coordinating the travel of civilian and military personnel, including calculating and initiating travel entitlements such as airfare, excess baggage, and daily subsistence allowances. The role involves performing complex calculations, providing cost-effective travel advice, negotiating fares with airlines, processing ticket issuance, and managing shipments of personal effects and official cargo. Additionally, the position requires reviewing travel claims for accuracy and compliance with UN regulations, advising on efficient routings, and maintaining travel records. The Travel Assistant ensures all travel arrangements and claims adhere to established rules and policies, contributing to the smooth and cost-effective movement of personnel.

Responsibilities

Coordinate travel for civilian and military personnel, including calculating and initiating entitlements like airfare, excess baggage, and daily subsistence allowances. Perform complex travel entitlement calculations and provide advice on economical airfare rates and schedules. Negotiate fares with airlines and travel agencies for reservations, discounts, and reduced excess baggage charges. Process ticket issuance, manage discrepancies, and arrange for ticket reissuance or cancellations. Coordinate and process shipments of personal effects and official cargo, including documentation and follow-up. Examine and pre-audit travel itineraries to determine cost entitlements, ensuring conformity with UN rules and regulations. Review travel claims and supporting documents for accuracy and validity before forwarding for payment. Advise on cost-effective travel routings and assist in planning to leverage special fares. Maintain records of processed travel authorizations and track cost savings. Calculate daily subsistence allowances and prepare travel authorizations, including all associated costs. Inform relevant personnel of arrival information for necessary arrangements. Perform other required duties.

Work Experience

A minimum of seven years of progressively responsible experience in travel administration, airline reservations, and ticketing, including fare construction and route identification, is required. This is reduced to five years for candidates with a first-level degree or higher. Experience with SAP or ERP software (e.g., Umoja) for travel entitlements is required. Experience with UN Staff Rules and Regulations in an operational travel environment is desirable.

Skills

Professionalism, Communication, Client Orientation, Knowledge of IATA rules, Familiarity with UN Staff and Financial Rules and Regulations, Competence in travel administration, fare construction, and route identification, Experience with SAP/ERP systems, Ability to negotiate fares, Attention to detail, Record keeping.

Explore related opportunities