Administrative Officer (Travel, Meetings and Conferences), NOA at UNICEF

How can you make a difference?
Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and key end results.

Policy, procedures, and strategies

• As functional focal point, accountable for the correct and consistent application of policies and procedures in the assigned administrative functions through providing guidance and support to the country office or sub-office where applicable.
• Contribute to strategic planning and monitoring of administrative matters at country/sub-country level as necessary. Provides practical input on implementation of administrative guidelines, in close coordination with the head of the office, operation staff/ supervisor.
• Support the supervisor and the head of the office and update staff on administrative policies, procedures, rules, and regulations. Implement the appropriate application and interpretation of administrative rules, regulations, policies, and procedures. Brief and assist arriving and departing staff on basic administrative procedures and requirements.
• Make specific recommendations on improving systems and internal controls, planning, restructuring, and resolving sensitive issues, considering the prevailing conditions in the locality.
• Keep the supervisor abreast of potential problem areas and identify and recommend solutions. Prepares reports on administrative matters as required.
• Provide administrative support and services to sub-country (zone) offices and out-postings, where applicable, including preparation and funding of service contracts, preparations of PGMs for all administrative supplies, and guidance on administrative procedures.
• Undertake missions to field locations to review administrative arrangements and make appropriate recommendations where applicable.
• Administrative support and services
• Undertake delivery and improvement in administrative support and office services, including transport services, vehicle use and maintenance, and conference and travel arrangements.
• Support the Inter-Agency Operations Management Team's approaches for enhancing UN common services to attain efficiencies and effectiveness.
• Help negotiate and administer hotel, conference, and service matters with vendors and agencies.
• Travel
• Efficiently manage all travel requests in VISION
• Determine travel expenses for the organization including ticket costs, terminal expenses, daily allowances, and shipment expenses. Prepare appropriate travel authorization.
• To avoid errors, contact the requesting office for clarification or correction of Travel Authorization or Trip Certification.
• Confirm the accuracy of information and adherence to policies while issuing travel authorizations.
• Monitor airline rates submitted by the Travel Management Company utilizing an airline global distribution system.
• Review and analyze the travel route for cost savings while adhering to UN/UNICEF Regulations and preferred carrier agreements.
• When a conflict arises between a traveller’s plans and authorized entitlements, staff members are informed of regulations, rules, and various alternatives for resolution.

Analyze, examine, and investigate all travel claims.
Verify that travel has taken place in accordance with the Travel Authorization by checking the approved itinerary against actual travel:

• Check stopovers, whether official or personal checks, whether official vehicles provided; verify that approved DSA rates are in accordance with ICSC DSA circulars in effect at the time of travel' ensures that personal days have not been included in DSA calculations
• Ensure that the Travel Claim is accompanied by supporting documentation, including the TA, used and unused ticket stubs, boarding pass receipts for authorized expenditures, and, where no receipts are available, an explanation for the expenditure.
• Review any additional expenditures that are not part of the original entitlement, such as hotel overages, airport taxes, official telephone bills, and excess baggage charges, to ensure they fall within the guidelines of UNICEF Administrative Rules and Regulations before submitting for payment
• Deduct travel advance amounts indicated on the original Travel Authorization from the settlement.
• Refer any discrepancies to the claimant for amendment and, upon conformity, submit to the Chief of Section for payment approval.
• Requests refunds of canceled tickets or unused portions of tickets issued by the Travel Management Company. Follow-up on refunds to ensure that all credits due to UNICEF are received in a timely manner.
• Monitor security conditions worldwide through the Personnel Policy and Services Section and security Bulletins to ensure U.N. or appropriate clearances are obtained before releasing Travel Authorization.
• Respond to inquiries regarding UN Regulations and Rules, travel-related administrative issuances, and airline rules. Draft replies to memoranda and letters for the Administrative Manager's signature.
• Provide comprehensive traveller support for Nairobi staff, including ticketing, changes, cancellations, re-booking, refunding, and solutions during travel restrictions, along with unparalleled customer service.
• Maintain timely response to all inquiries from KCO, ESARO, and zonal offices in Nairobi.
• Arrange conference services for both internal and external meetings and events.
• Contract arrangement and control
• Ensure that all administrative transactions and arrangements of contracts comply with the applicable policies, procedures, rules, and regulations.
• Participate in the review of the contractual arrangements related to administrative support (i.e., travel agency, hotel, conference services, courier, ancillary administrative support, etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of services. Propose to the supervisor any changes that may be required.
• Monitor payments against contractual obligations.
• Partnership, coordination, and collaboration

As required, under the supervisor’s direction, collaborate with other agencies, local authorities, and implementing partners on administrative matters, including information exchange and harmonization.

• Performs any other duties and responsibilities assigned as required.

Oversee the management of transportation services by ensuring a schedule for vehicle use and reviewing reports on petrol usage, mileage, driver overtime, and maintenance services
To qualify as an advocate for every child you will have…

• University degree in social sciences, business management, administration, finance, or any other relevant field of discipline.
• A minimum of one year of relevant professional experience in
• Developing country work experience and/or familiarity with emergency is considered an asset.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Deadline: 8 Nov 2023