TRAVEL ASSISTANT

Organizational Context

This position is within the Travel Unit of the General Administrative Services Section, Programme Support and Management Services, at the Office of the High Commissioner for Human Rights (OHCHR) in Geneva, Switzerland. The Travel Assistant reports directly to the Head of the Travel Unit, playing a key role in supporting mission operations.

Job Purpose

The Travel Assistant is responsible for coordinating and managing the travel arrangements for civilian and military personnel, including civilian police, traveling to and from various member states for mission duties. This involves calculating and initiating travel entitlements, such as airfare, excess baggage, and daily subsistence allowances, ensuring compliance with regulations. The role provides expert advice on cost-effective travel options, negotiates fares with airlines and travel agencies, and handles reservations, ticketing, and itinerary changes. Additionally, the assistant pre-audits travel authorizations and claims, verifies documentation for accuracy and compliance, and advises on efficient routing to achieve cost savings. The position also involves coordinating visa arrangements and communicating arrival information to relevant parties.

Responsibilities

Coordinate travel for civilian and military personnel, including police, to and from member states for mission duties. Calculate and initiate travel entitlements (airfare, baggage, terminal expenses, daily subsistence allowance) for approval. Advise staff and consultants on economical travel options and negotiate fares with airlines and travel agencies for reduced rates and group discounts. Make reservations, issue tickets, and manage itinerary changes or cancellations. Pre-audit travel authorizations and itineraries to ensure compliance with rules and regulations, verifying cost entitlements. Review travel claims and supporting documents for completeness, accuracy, and validity before forwarding. Advise on cost-effective routings and assist with travel planning to leverage advance purchase or promotional fares. Maintain records of processed authorizations and track cost savings. Coordinate visa arrangements with consulates and host government ministries. Communicate arrival information to relevant offices and personnel.

Work Experience

A minimum of seven years of experience in travel administration, including fare construction, routing, and reimbursement, is required. Five years of experience within the UN common system or a similar international organization is desirable. Experience with ERP systems (e.g., Umoja) and as a travel agent are also desirable.

Skills

Professionalism, Communication, Client Orientation, Travel administration, Fare construction, Routing, Travel reimbursement, Negotiation, Record keeping, Visa coordination.

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