TRAVEL ASSISTANT

Organizational Context

This role supports the Travel Unit within the General Administrative Services Section of the Programme Support and Management Services at the UN Secretariat's United Nations Logistic Base. The incumbent reports to the Head of the Travel Unit, contributing to the efficient management of travel operations for mission personnel.

Job Purpose

The Travel Assistant's primary purpose is to coordinate and manage the travel arrangements for civilian and military personnel, including police, traveling to and from various member states for mission duties. This involves calculating and initiating travel entitlements, such as airfare and daily subsistence allowances, and ensuring compliance with UN rules and regulations. The role also involves providing expert advice on cost-effective travel options, negotiating fares with airlines and travel agencies, and processing travel claims. Additionally, the assistant will arrange visa applications and provide essential travel information to facilitate smooth and efficient mission operations, contributing to the overall logistical support of the organization.

Responsibilities

Coordinate travel for civilian and military personnel, including police, to and from member states for mission duties. Calculate and initiate travel entitlements (airfare, excess baggage, per diem, etc.) for supervisor approval. Advise staff and consultants on economical travel routes and fares, and negotiate with travel agencies and airlines for reduced rates and discounts. Make reservations, issue tickets, and handle changes or cancellations. Examine and pre-audit travel authorizations to ensure compliance with regulations and calculate entitlements. Review travel claims for accuracy and completeness before forwarding them. Maintain records of processed authorizations and track cost savings. Calculate daily subsistence allowances and other travel costs for staff. Coordinate with consulates and host governments for visa processing. Assist in data collection, analysis, and report preparation related to travel activities. Update information materials such as web pages.

Work Experience

A minimum of seven years of experience in travel administration, including fare construction, routing, and reimbursement, is required. This requirement is reduced to five years for candidates with a first-level university degree. Five years of experience within the UN Common System or a similar international organization is desirable. Experience with ERP systems like SAP and field experience are also desirable.

Skills

Professionalism, Communication, Client Orientation, Travel Administration, Fare Construction, Routing, Travel Reimbursement, Data Analysis, Negotiation, Interpersonal Skills.

Explore related opportunities