Assistant Administratif

Organizational Context

The United Nations Development Programme (UNDP) is part of the UN's programs and funds, dedicated to assisting developing countries through advice and advocacy for donor funding. This role supports the UNDP's Travel Unit in Kinshasa, Democratic Republic of the Congo, by providing technical and operational assistance for administrative activities related to official travel. The objective is to enhance the efficiency of travel processes, ensure diligent transaction processing, rigorous file tracking, and adherence to current procedures.

Job Purpose

Under the direct supervision of the Operations Analyst, the UN Volunteer (VNU) in Administration will provide technical and operational support to the Travel Unit's administrative activities. This involves contributing to the improved efficiency of official travel processes by ensuring diligent transaction processing, rigorous follow-up of travel files, and strict application of procedures. The VNU Admin plays a key role in expediting travel-related payments, reducing outstanding transactions, and promptly addressing exceptions identified in travel management systems, particularly through regular monitoring of the Travel Dashboard. The role aims to strengthen the quality of service for internal clients, enhance travel operation compliance, and ensure reliable information for the Travel Unit's performance monitoring.

Responsibilities

Monitor and process weekly travel exceptions in UNALL and QUANTUM systems, including pending Travel Requests (TRs), claims, missions without liquidation, outstanding recoveries, unpaid invoices, and pending invoices. Ensure payment and reconciliation of travel invoices from UNHAS and MONUSCO, and liquidate UNHAS prepayments. Track UNDP's caution deposit with UNHAS, alert on depletion risks, and coordinate timely renewal. Daily record and track travel requests received via travel_rdc@undp.org in SharePoint Travel, updating their status based on actions by the Travel Unit or travel agency. Monitor the office's Mission Plan implementation, ensuring timely submission of memos and mission orders per SOPs. Produce monthly reports on travel management performance indicators, including incomplete transactions, DSA adjustments, advance ticket purchases, and Travel Plan utilization. Prepare comparative tables of international flight offers for TRs, adhering to procedures. Contribute to collecting, analyzing, and producing statistics on Travel Unit activities, including carbon footprint for the Moonshot initiative, travel expenses, and long-term agreement (LTA) consumption with travel service providers.

Work Experience

A minimum of one year of relevant professional experience in administration. Proficiency in computer tools, including Microsoft Word, Excel, Access, and email management.

Skills

Integrity, adherence to UN values and ethics, commitment to UNDP's vision and values, cultural sensitivity, and promoting an inclusive work environment. Functional skills include planning and organization, effective prioritization to meet deadlines, excellent written and oral communication, teamwork, operational management, ability to handle multiple priorities under pressure, and meeting deadlines.

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