Travel Arranger
Organizational Context
The United Nations Development Programme (UNDP) in Indonesia focuses on national ownership of development programs, promoting capacity development through institutional reform, leadership, education, and training. UNDP works with national entities to strengthen technical, policy, and budget planning capacities. The organization also provides operational services to other UN agencies, requiring robust administrative and procurement support. This role supports UNDP's mission by ensuring efficient administrative and travel services.
Job Purpose
The Travel Arranger will provide essential support to UNDP Indonesia's operations, particularly in managing the increasing volume and complexity of travel, visa processing, and administrative tasks. This role is crucial for ensuring the effective and compliant delivery of travel and administrative services under tight deadlines. The volunteer will contribute to the smooth functioning of UNDP programs and projects by facilitating travel arrangements, processing necessary documentation, and coordinating with travel agents and government entities. This position supports UNDP's commitment to national ownership and capacity development by ensuring operational efficiency.
Responsibilities
The Travel Arranger will manage travel itinerary and ticketing, including reservations, ticketing, hotel bookings, and allowance calculations using UNDP systems. This involves coordinating with travel agents, ensuring cost-effective and compliant travel arrangements, and processing e-Requisitions and Purchase Orders for travel expenses. The role also includes facilitating travel claim settlements and maintaining accurate travel records. Additionally, the volunteer will provide administrative support for government formalities, visa processing, and stay permits, preparing necessary documentation and coordinating security clearances. The position requires proactive follow-up on administrative processes, maintaining databases, and providing travelers with accurate information. Furthermore, the Travel Arranger will support payment processes, procurement activities in compliance with UNDP procedures, and monitor administrative transactions. A key aspect is ensuring human rights, gender equality, and diversity are prioritized in all actions and that activities align with UNDP's Social and Environmental Standards.
Work Experience
A minimum of three years of relevant experience is required. This includes experience in official correspondence, coordination activities, and working with international organizations or government bodies. Proficiency in computer skills, including spreadsheets and databases, is essential. Experience in travel arrangements, government administrative protocols, and familiarity with UNDP/UN procedures are highly desirable. Experience with ERP systems or travel management platforms is a plus.
Skills
Key skills include strong planning and organizing abilities, professionalism, sound judgment, and decision-making. The role requires adaptability, flexibility, and self-management. Competencies in working collaboratively, building partnerships, driving results, and managing ambiguity are important. Technical skills in administration, logistics, procurement, transport, and travel management are essential. Values such as respect, integrity, trust, accountability, and sustainability are expected.