Travel Assistant at United Nations Office at Nairobi (UNON)

Responsibilities

Travel and shipment authorizations:

• Receive, review and verify travel and shipment requests to ensure conformity with applicable rules and approve them in Umoja.
• Calculate and establish HR entitlement travel and shipment (e.g., DSA, terminal, SFT) for UN official/ staff members.
• Verify travel invoices, credit notes and refunds from respective vendors.
• Compare and reconcile travel reports submitted by the Travel Agency with UNON data to ensure that the management fee and other expenditures are in accordance with the contract.
• Calculate and establish travel expenses such as airfare/advances/excess baggage/terminals/lump sum for related travel/shipment requests.
• Review quotes received and establish fare to be awarded in line with UN rules on travel with UN Travel Agent or Shipping Agent if applicable.
• Review and approve expense reports where itinerary changed or where the SFT option was used. Request and record refund in Umoja, if applicable.
• Perform partial and complete cancellations in Umoja, if applicable. i) Send quotation requests to UN Travel agent, check on irregularities on quote received and work-out/suggest other cost saving itineraries and flight connection.
• Review and approve travel requests for other UN offices for issuance of tickets and DSA to travelers.
• Check on any irregularities in the itineraries provided, record and report discrepancies for review with the travel agency.
• Advise clients on their shipment and travel entitlements, e.g., excess baggage, shipment and whether travel is in economy or business.
• Conduct other assignments as may be assigned by the supervisors including but not limited to covering for the Travel Sub-unit Supervisor during his/her absence.
• Review and supervise UNHAS flight bookings.
• Perform other duties within the scope of work of TSVU as assigned by the supervisor (e.g., reporting, guidance on travel policy).

Travel Team Lead Role:

• Act as a focal point for first tier client escalations.
• Monitor and report KPIs for the travel sub-unit.
• Assess travel sub-unit workload and manage work distribution.
• Monitor travel agency contract compliance and report to supervisors for further action.

Online Tool:

• Responsible for the introduction and management of an on-line travel booking desk once implemented.
• Check the online routings and ensure that the most direct and economical route is enforced.
• Inform staff members on the status of the on-line booking. d) Print on-line tickets and forward them to staff members, as required.
• Keep on-line booking tools, options up to date and train other travel assistants in the technicalities and procedures associated with on-line bookings. Process Travel Authorizations, review travel requests.

Travel and shipment queries:

• Answer queries from staff members regarding their travel and shipment, relevant UN policy, Umoja workflow.
• Answer queries from out posted offices and service providers regarding travel of participants.
• Answer and advice clients on their shipment entitlement and excess baggage entitlement.

Travel and shipment agents’ invoices:

• Review invoices and credit notes.
• Refer invoices and credit notes discrepancies back to the agent for clarification and possible correction.

Other duties:

• Perform ad-hoc assignments as necessary (e.g., client outreach).
• Perform internal or external reporting assignments as necessary (e.g., advance purchase).
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other related duties, as assigned.

Competencies

• PROFESSIONALISM: Ability to perform analysis, modelling, and interpretation of data in support of decision-making. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines, and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors' language, tone, style, and format to match the audience. Demonstrates openness in sharing information and keeping people informed.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

• Completion of secondary education/ high school diploma is required. Supplemental training in a field relevant to the post is desirable.

Job - Specific Qualification

• Specialized Travel Agent training (such as IATA certification or equivalent) is required.

Work Experience

• A minimum of Seven (7) years of progressively responsible experience in travel administration, travel rate construction, routing, and travel reimbursement, or related area is required.
• The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Working experience in Enterprise Resource Planning (ERP) systems is required.
• Three (3) years of working experience in the UN system or similar international organization is desirable.
• Experience arranging travel for large group of meeting participants is desirable. 1 year or more of experience in data analytics or related area is desirable.

Deadline : Jun 12, 2024