Travel Assistant
Organizational Context
This position is within the United Nations Office on Drugs and Crime (UNODC) Regional Office for West and Central Africa (ROSEN) in Dakar, Senegal. The Travel Assistant reports to the UNODC Operations Officer, with guidance from the Regional Representative and Programme Coordinator. UNODC focuses on drug control, crime prevention, and criminal justice.
Job Purpose
The Travel Assistant is responsible for coordinating and managing all travel arrangements for staff and affiliate personnel, ensuring compliance with UN travel policies and regulations. This includes calculating entitlements, booking flights, negotiating fares, and processing travel claims. The role aims to provide efficient and cost-effective travel services, support budgeting, and maintain accurate travel records. The position also involves liaising with consulates for visa processing and contributing to data analysis for reporting and decision-making. The Travel Assistant ensures timely settlement of payments and manages outstanding claims to minimize financial exposure.
Responsibilities
Coordinate all staff and affiliate personnel travel, including booking flights and negotiating fares to ensure cost-effectiveness. Calculate and initiate travel entitlements such as airfare, daily subsistence allowance, and terminal expenses for supervisor approval. Advise on optimal travel routes and schedules, and assist with budgeting information. Arrange travel changes and cancellations, and ensure tickets are reissued and reimbursements obtained. Review travel claims for accuracy and compliance with Staff Rules, referring discrepancies for correction. Coordinate visa applications with consulates and host government ministries. Maintain travel authorization records and track cost savings. Process airline ticket payments, reconcile invoices, and manage outstanding travel claims. Act as a focal point for the Travel Hub, ensuring consistent processing and adherence to policies. Lead the ROSEN Travel Team, supervising staff, managing workload, and fostering a collaborative environment. Resolve complex travel cases and ensure policy compliance.
Work Experience
A minimum of seven years of progressively responsible experience in travel administration, including fare construction, routing, and reimbursement, is required. This requirement is reduced to five years for candidates with a university degree. Experience with advanced computer applications (MS Word, Excel, PowerPoint, Internet, Email) and an Enterprise Resource Planning (ERP) system is mandatory. Experience with SAP/Umoja is desirable.
Skills
Professionalism, Communication, Teamwork, Managing Performance, Travel administration, Fare construction, Routing, Travel reimbursement, Data analysis, Budgeting, Interpersonal skills, Problem-solving, Client-oriented service.