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Under the direct supervision of the Head of General Services and Travel Unit (HoU) the Travel Assistant provides travel related services in CO (Country Office) ensuring high quality and accuracy of work to obtain the optimum travel services. The travel assistant interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel and closely monitors travel expenditures and internal cost and ensures their timely and accurate billing, settlement and cost recovery.
The travel assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services and works closely and collaborates with other travel support staff, Management Support and Business Development, Programme and Operations teams in the CO to ensure consistent service delivery.
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Duties and Responsibilities
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- Supports travel management processes focusing on achievement of the following results;
- Ensures implementation of operational strategies focusing on achievement of the following results;
- Contributes to implementation of sourcing strategy focusing on achievement of the following result;
- Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results.
1. Supports travel management processes focusing on achievement of the following results
- Adhere to UNDP travel rules and procedures on issuing tickets to staff members according to the new T&E Module
- Process purchase orders for travel in Atlas and ensure availability of budgets;
- Process of cost-recovery bills in Atlas for the travel services provided by UNDP to other UN agencies;
- Insure timely follow up with contracted travel agents to ensure provision of high quality professional service and most competitive fares;
- Issue travel tickets to UN/UNDP staff and other travelers and make sure that travel agents payments are settled by Finance Unit on timely basis;
- Requests booking arrangements from various travel agents or airlines with respective offers from each. Liaises with external parties such as, clients, airlines regarding bookings and schedules;
- Closely work with UNHAS on staff bookings and apply international tickets for business travel;
- Insure payments are made to UNHAS on monthly basis.
- Provide travelling staff with travel related information, entitlements and travel literary;
- Arrange and apply for security clearance when required;
- Process travel authorization and travel claims in line with travel entitlements for staff, consultants, UN missions and visitors and ensure that the travel arrangement follow the UNDP rules and regulations;
- Arrange and make hotel reservations, accommodation for new staff, visiting UN/UNDP officials, consultants, advisors and trainers;
- Resolve issues that may arise particularly related to itinerary changes and flight cancellations.
- Arrange for airport pick-up and drop off for new staff, visiting UN/UNDP officials, consultants, advisors and trainers;
- Arrange for airport pick-up and drop off of high-level officials and support to expedite customs and immigration procedures, as necessary;
- Prepare welcome files and kits, and make sure that mobile phones and sim cards for new staff, visiting UN/UNDP officials, consultants, and advisors are prepared and delivered to them upon their arrival and withdrawn upon their departure;
- Prepare and issue requisitions and correspondence to Yemeni authorities to obtain movement clearances for in-country travel;
- Reconciliation of Travel Agents payments with Finance Unit;
- Ensure that travelers are well-informed of any changes to their travel itineraries.
- Ensure that management and security are kept informed of all incoming and outgoing missions and staff on regular basis;
- Perform any other travel duties as requested by HoU.
2. Ensures implementation of operational strategies focusing on achievement of the following results:
- Full compliance of UN/UNDP rules and regulations, policies and strategies on administrative and travel management;
- Provision of inputs to the CO travel business processes mapping and implementation of the internal standard operating procedures (SOPs);
- Provision of inputs to preparation of travel team results-oriented work-plans.;
- Ensure implementation of cost saving measures through negotiation with travel service providers, arrangement of the most economic route and appropriate itinerary.
3. Contributes to implementation of sourcing strategy focusing on achievement of the following result:
- Collection and analysis of market situation on travel service area. Conduct of surveys/biddings of travel services;
- Conduct of DSA survey; survey and analysis of most competitive hotel prices and quality of hotel services; submission of report to HQ and distribution of the Hotel list to all UN agencies;
- Assist in preparation of LTAs for travel and hotel services.
4. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Participation in conducting training for the programme, operations and projects staff on travel;
- Sound contributions to knowledge networks and communities of practice.
5. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that
- Human rights and gender equality is prioritized as an ethical principle within all actions;
- Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
- Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
- Differentiated needs of women and men are considered;
- inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
- Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
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Competencies
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Core Competencies:
- Innovation: (Ability to make new and useful ideas work)
Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations.
- Leadership: (Ability to persuade others to follow)
Level 2: Proactively identifies new opportunities and challenges.
- People Management: (Ability to improve performance and satisfaction)
Level 2: Takes ownership of responsibilities
- Communication: (Ability to listen, adapt, persuade and transform)
Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity.
- Delivery: (Ability to get things done while exercising good judgement)
Level 2: Meets goals and timelines for delivery of products or services;
Functional Competencies:
- Shares knowledge and experience;
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness:
- Ability to perform a variety of standard specialized and non-specialized tasks related to administrative and travel areas;
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
- Ability to perform work of confidential nature and handle a large volume of work;
- Good knowledge of administrative rules and regulations;
- Strong IT skills;
- Ability to provide input to business processes re-engineering, implementation of new system;
- Flexible and willing to work extra hours after regular working time when required.
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Required Skills and Experience
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Education:
- Secondary Education;
- A Degree or Certification in administration or similar is an advantage, University degree is desirable but is not a requirement.
Experience:
- Minimum 5 years of relevant administrative experience in administration and travel and services;
- Travel & admin systems and applications experience. Professional knowledge of IATA will be an advantage;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management systems.
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