Hardship LevelB
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-04-01
Job Posting End DateNovember 30, 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 The desired candidate should: -
- Have at least 10years relevant experience handing travel related duties.
- Have knowledge and easy interpretation of the UNHCR Travel Policy.
- Assist colleagues and non-UNHCR staff with initiation of personal profile and travel requests in Cloud ERP Travel Management module;
- Have interpersonal skills for negotiations with travel agents.
- Be able advice staff accordingly on the least costly travel options.
Required languages (expected Overall ability is at least B2 level):
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Desired languages
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Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Kenya remains the fifth largest host country in Africa and thirteenth biggest asylum country in the world. At the end of 2022, the total number of refugees and asylum seekers in Kenya stood at over 570,000, in addition to some 16,820 stateless persons. UNHCR Kenya Operation maintains three main offices as follows: Country Office in Nairobi, two Sub-offices in Kakuma and Dadaab. A joint Refugee Service Centre has also been established, operated jointly with the Department of Refugee Services, to provide all protection service to affected populations in Nairobi. The general security situation remained relatively calm. No major threats were recorded in 2022 to date.
In line with the GCR of the MYMP strategy, the operation will continue to focus on further expanding the protection of refugees and promoting solutions as well as to continue working on the activities/targets as reflected in the 2023-2026 Multi Year Strategy implemented partly by partners and through direct implementation and in close coordination with other stakeholders.
The Senior Travel Administration Assistant will be a part of the Nairobi-based Administration team, reporting to the Senior Administrative Associate under the overall supervision of the Senior Admin/Finance Officer.
The Senior Travel Administration Assistant will review approved travel requests and complex trips in compliance with the policy.
S/he will Assist and give guidance to staff members on how to raise Travel Requests
S/he will provide assistance to staff members with local and international flight bookings and coordinate with field offices on UNHAS flight bookings.
The incumbent will raise invoices for bookings done on behalf of non-staff, contracted vendors, donors and visitors to UNHCR and liaise with finance unit to recognize.
S/he will scrutinize invoices shared and initiate payment settlement, and review travel claims (changes verses approved travel requests and evaluate additional expenses.
Living and Working Conditions:
Nairobi is a good duty station for families with good medical facilities and it is the regional medical evacuation centre for countries in the East and Horn of Africa and the Great Lakes sub-regions. Recreational facilities, schools and hotels are of international standards. High standard accommodation is available, as well as good banking facilities, unlimited access to communication means, such as internet, telephone SIM cards etc. In addition, Nairobi is a malaria free environment. but cholera, malaria and yellow fever occur in other parts of Kenya. When entering the country, yellow fever card/vaccine is required. Nairobi is in UN security Level One, but politically instigated demonstrations and riots may occur from time to time. General crime in Nairobi is relatively high, especially in some low income areas, however a high sense of vigilance and alertness is required practically everywhere.
Security Considerations
Politically instigated demonstrations and riots may occur at any time. Hazards such as road traffic accidents, fire, diseases outbreak and flooding are frequent. The crime threat level in Nairobi like in many other large cities is high and physical violence is a common feature of burglaries in residences, carjacking and robberies. The terrorism threat level in Nairobi is moderate but is high in North Eastern. A high sense of vigilance and alertness is required at all times.
Additional Qualifications
SkillsCO-Cross-cultural communication, TV-Amadeus - Global Distribution System, TV-Galileo - Global Distribution System, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsAir Operations - Other, Business Administration - Other, Logistics - Other
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Negotiation & conflict resolution, Organizational awareness, Stakeholder management, Teamwork & collaboration
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Additional Information
Functional clearanceThis position doesn't require a functional clearance