Hardship LevelD
Family TypeNon Family with Residential Location
Family TypeNon Family with Residential Location
Residential location (if applicable)
Addis Ababa,Eth Fed Dem Rep
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-07-01
Job Posting End DateJune 6, 2023
Standard Job DescriptionSenior Travel Administration Assistant Organizational Setting and Work Relationships The incumbent serves staff members going on mission/official travel and therefore deals with different UNHCR entities as well as external counterparts; the extensive customer exposure encompasses counterparts in other UN agencies, UNHCR field offices, and travel management companies. The Senior Travel Administration Assistant has a strong sense of service-orientation towards travellers and developing teamwork relations beyond boundaries of the functional unit. This job entails as well a significant portion of financial accountability by ensuring compliance with the UNHCR travel policies and triggering confirmation of reservations to the travel agent(s) and payment of travel entitlements to traveller(s). The Senior Travel Administration Assistant communicates regularly with travellers, requiring a positive, knowledgeable solution oriented and service minded approach. To ensure smooth administrative support to travellers, it is of utmost importance that the incumbent is able to work under pressure in an accurate manner and limited supervision. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity. Duties - Arrange and confirm travel bookings for applicable staff members, Affiliate Workforce and external meeting participants in line with the rules and regulations in place, - Creates and processes Travel Authorization (TA), Travel Advances and Travel Claims in accordance with the relevant administrative rules and regulations; respond to any queries and/or comments from the certifying or approving officer - Advise and assist staff on their travel entitlements, needed documentation and matters pertaining to travel as per operating administrative instructions and procedures. - Liaise with Finance on payments due from Partners, UN Agencies, staff and other Organisations. - Advise and assist staff on their travel entitlements, needful documentation and matters pertaining to travel as per operating administrative instructions and procedures. - Prepare, summarise, and submit invoices for payment of travel related services procured. - Assist in medical evacuations as required. - Provide/share required information or data which may be useful for the safety/security of concerned travellers. - Submit requests and subsequently ensure the issuance of appropriate travel identification documents, in accordance with UN rules and regulations. Initiate requests for visas - Maintain the filing systems for UN travel identification documents. - May process emergency visa requests required for official travel and ensure their timely issuance. - Provide statistics of UN travel documents and visas. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher Field(s) of Education Not applicable Certificates and/or Licenses Logistics, Air Operation, Business Administration (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Familiarity with Oracle-PeopleSoft or other ERP system. Good knowledge of UN, UNHCR, other international organization or private sector Travel Policies and Procedures. Excellent oral and written communication skills. Very good knowledge of Excel. Desirable Knowledge in UNHCR Logistics rules, procedures and processes. Knowledge in air and travel agencies booking systems i.e. Galileo, Amadeus etc is an asset. Knowledge in how to calculate air tariffs, ticket refunds and cost comparison between routes and airlines is an asset. Functional Skills CO-Cross-cultural communication TV-Amadeus - Global Distribution System TV-Galileo - Global Distribution System UN-UN/UNHCR Administrative Rules, Regulations and Procedures (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile Prior experience in managing travel processes, visa processes, reservations including offering administrative support to staff. Ability to write in good french as well as very good organisation and people skills.
Required languages (expected Overall ability is at least B2 level): French
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Desired languagesEnglish
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Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
Nature of Position:
The Senior Travel Administration Assistant will be supervised by the Assistant Administrative Officer and should have a strong sense of service-orientation towards travelers and developing teamwork relations beyond boundaries of the functional unit. The Senior Travel Administration Assistant will communicate regularly with travelers, requiring a positive, knowledgeable solution oriented and service minded approach. To ensure smooth administrative support to travelers, it is of utmost importance that the incumbent will be able to work under pressure in an accurate manner and with limited supervision. The incumbent will serve staff members going on mission/official travel and therefore deal with different UNHCR entities as well as external counterparts; the extensive customer exposure encompasses counterparts in other UN agencies, UNHCR field offices, and travel management companies.
Living and Working Conditions:
N'Djamena is the capital and largest city in Chad. For a major capital city, its infrastructure remains basic, though widely superior to the standards of other regions. The climate is hot and semi-arid, with a rainy season from June to September. UNHCR Staff can choose their residence while respecting Residential Security Measures. Electricity supply can be unstable and international staff members are provided generators by the office. Water supplies work in most areas but a personal food and drinkable water supply is required. Most relevant supplies can be found on local markets though choice can be limited compared to other hubs and prices are high as most goods are imported. Banking facilities are available through local banks, such as Ecobank and BCC. Health care standards can be qualified as basic with staff members encouraged to subscribe International SOS Clinic Services. Serious or complicated health conditions require evacuation to other countries and dental / other specialized care may not be available. Malaria is the most common but not only infectious disease prevalent in N'Djamena and most other regions of Chad. UNHAS flights are the prime means of transport to and from Field locations. A limited number of companies fly international flights to N'Djamena. Telecommunication services are basic and expensive with two mobile phone / internet operators with 4G services available as well as an increasing number of providers, installing fibre connections. Access to some communication and social media apps, most notably WhatsApp are currently available but have, for extended periods been censored and required use of VPN. The UNHCR Office is covered by UNHCR's own VSAT services. Several UN Agencies, INGOs and NGOs operate in N'Djamena and use it as a hub. A French military base is located adjacent to N'Djamena international airport.
Additional Qualifications
SkillsMG-Client Relationship Management, MG-Office Management, TV-Travel visa management for protocol, TV-UN/UNHCR Travel policy and procedures
Education
CertificationsAir Operations - Other, Business Administration - Other, Logistics - Other
Work ExperienceAnnual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Stateless
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Negotiation & conflict resolution, Organizational awareness, Stakeholder management, Teamwork & collaboration
UNHCR Salary Calculator
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Compendium
Additional Information
Functional clearanceThis position doesn't require a functional clearance