Travel Assistant at United Nations Support Office in Somalia (UNSOS)

Responsibilities
Within the delegated authority, the Travel Assistant will head the Travel, Visa and Shipment Unit, and will be responsible for the following duties:

• Assist in performing the day to day functions of the Travel and co-ordinate all travel related matters within UNSOS and UNSOM .
• Oversee the administration of all official travel, official shipments and incoming and outgoing shipments of personal effects, including the processing of requests for border clearance and the coordination of insurance coverage for all official and personal effects shipments.
• Oversee and review the work of junior Travel Assistants for accuracy and correct application of the relevant rules and regulations.
• Review travel claims and supporting documentation for completeness, accuracy, validity, and conformity with United Nations rules prior to forwarding them to the Finance Section.
• Create Travel related Funds Commitment documents and prepare the status of allotment and Funds Commitment Report using Umoja.
• Coordinate with the Finance Section, regarding reimbursement of travel which took place after the financial period was completed. Associate claims with travel authorizations or other obligation documents. Prepare amendments to existing obligation documents as and when required. Ensure validity of budget allotment and object expenditure codes assigned.
• Review the automated information management system and ensure that no claim is duplicated and that arrangements are made to collect charges for any deviation from the authorized itinerary and shipment allowance in excess of entitlements. Establish reimbursable amount for each item and prepare a memorandum to the Finance Section requesting payment for the costs of transportation and excess baggage.
• Plan and process travel related activities in respect of ATMIS personnel and other categories of non-staff from arrival to end of Tour of Duty. 
• Coordinate travel on Medical Evacuation and related entitlements 
• Coordinate repatriation of human remains
• Provide technical guidance on all travel category in line with the Service Level Agreement and Mission's authorities. 
• Oversee the visa processes, provide Board of Inquiry and Audit responses; implement recommendations related to travel and payment of Uniformed Personnel entitlements. 
• Coordinate response to Mission and Senior leadership travel expenditures and compliances versus Mission Travel Budget.
• Communicate key policy changes to clients and all stakeholders without delay. 
• Supervise payment of Monthly Substance Allowances (MSA) and Budget projection of the approved strength for Government Provided Personnel (GPP) who are deployed to UNSOM in coordination with the Mission Budget and Finance Section; to be made available prior to the end of each six-month. 
• Train and coordinate with Travel/ Shipment Approvers (TSAs) at the Mission level 
• Perform Travel Processing Officer (TPO) tasks for the Missions.
• Oversee Entitlement and HR travel processes with RSCE Travel Service Line and ensure KPIs are full respected. 
• Ensure Official Business including emergency travels for Senior Managers and visiting VIPs are processed within existing policies
• Advise Staff Members on internal and external Travel process
• Advise clients, Uniformed and Civilian, and ensure strict implementation of Policy on Standard of accommodation for air travel.
• Advise CHRO and CORM on all staff and non-staff Travel related policies.
• Performs other duties as required.

Competencies
Professionalism:

• Extensive training in the Organization’s human resources management practices, policies and procedures, especially related to post management; skills in databases, ERP and other Human Resources Systems. 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.

Planning & Organizing:

• Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently

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 product or services to client.

Education

• High school or equivalent diploma is required.

Job - Specific Qualification

• Technical or vocational certificate in the field of business administration or travel and related matters or related fields is  required.
• Certification in Travel (Local Process Expert) is desirable.
• Extensive training in human resources management practices, policies and procedures is desirable.

Work Experience

• At least 8 years of progressively responsible experience in the field of travel related matters, preferably 3 years’ experience in the UN system is required.
• Experience in supervising Travel/Visa services, Uniformed and Government Provided Personnel is desirable.
• Experience in web based databases and  ERP Systems is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required.