IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:ย Please note that the deadline for applications is indicated in local time as per the time zone of the applicantโs location.
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This post is a limited-term fixed-term post.
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1. ย ย ย Organizational Context
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a.ย ย ย Organizational Setting
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The post is located in the Travel and Mission Support Section (TMS), Central Services Division (CSD), Administration, Finance and Management Sector (AFMS).
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The Section is responsible for the validation and certification of meeting expenses and travel arrangements of WIPO staff for their official travel and for the travel of third party travelers (holders of Individual Contractor Service contracts (ICS), speakers, and financed delegates attending various meetings held in Geneva and abroad). The Section ensures that all arrangements comply with the Financial Regulations and Rules (FRR) and the Staff Regulations and Rules (SRR) of the Organization, and the travel policy for staff and third party travelers. The Section is also responsible for the visa processing of staff and financed third party travelers, as well as the diplomatic privileges support (VAT exemption for staff goods and duty-free shop access for delegates).
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b.ย ย ย Purpose Statement
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The incumbent provides specialized travel and visa support services to staff and non-staff travelers. The incumbent will act as a Certifying Officer designated by the Controller and is responsible for ensuring that travel/meeting-related transactions comply with the relevant Financial Rules and Regulations (FRR), the WIPO Staff Rules and Regulations (SRR) as well as applicable travel and meeting policies.
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c.ย ย ย Reporting Lines
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The incumbent reports to the Head of the Travel and Mission Support Section (TMS).
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2.ย ย ย ย ย Duties and Responsibilities
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The incumbent will perform the following principal duties:
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a.ย ย Certify electronic travel requests for staff and non-staff travelers in accordance with applicable rules and procedures; ensure required supporting documentation is received and accurate, calculate and approve travel entitlements and daily subsistence allowances (DSA), check fares, routes and other related travel costs, and liaise with staff to resolve problems.
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b.ย ย Search itineraries and make bookings on the Online Booking Tool (OBT) and provide information on rates and travel schedules for specific itineraries using the Global Distribution System (GDS), ensuring the most direct and most economy fares are used.
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c.ย ย Monitor the bookings made by the travel agency, and provide guidance and/or assist in resolving issues with correct fares and rules application.
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d.ย ย Ensure process integrity for, and verify the compliance of, internal visa applications for staff traveling on official missions, coordinate with CIBT for the documentation required by the consulates, and monitor and follow up on said requests.
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e.ย ย Prepare visa support letters and other relevant correspondence to facilitate visa applications for all participants in WIPO meetings; follow up on these requests, inform the relevant services responsible for participants, and propose other assistance solutions in the event of problems obtaining visas. Ensure good collaboration with the Permanent Mission of Switzerland regarding visa issues for external delegates participating in WIPO meetings.
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f.ย ย ย Advise staff and non-staff travelers on any travel and visa-related matters and provide guidance on and interpretation of applicable procedures, rules and policies.
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g.ย ย Assist staff and non-staff travelers in difficult situations, emergencies or crises requiring immediate action such as rerouting or rapid evacuation to the duty station or home country.ย As part of a team, cover the 24/7 emergency support outside working hours when required.
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h.ย ย Follow up on claims, arrange for changes and cancellations as needed, and ensure the processing of all ticket refunds via the WIPO travel agent.
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i.ย ย ย Certify meeting-related requisition requests in compliance with the rules and related policies.
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j.ย ย ย Calculate and process lump sum entitlements for statutory travel, such as home leave.
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k.ย ย Prepare monthly and quarterly reports and contribute to TMS projects.
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l.ย ย ย Perform any other duties as required.
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3.ย ย ย ย ย Requirements
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Education (Essential)
Completed secondary education.
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Education (Desirable)
Post-secondary qualification in the travel industry.
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Experience (Essential)
At least eight years of relevant experience in travel administration, airline reservations, and ticketing, including fare construction in business travel areas.
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Experience working in a travel unit processing visas for staff and non-staff travel.
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Experience (Desirable)
Experience in administration of a broad range of travel-related entitlements working with Enterprise Resource Planning (ERP) systems, or in a travel department of an international organization.
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Language (Essential)
Excellent knowledge of written and spoken English and French languages.
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Language (Desirable)
Knowledge of other official UN or WIPO languages such as Spanish.
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Job Related Competencies (Essential)
Competent user of travel global distribution systems (GDS), such as Amadeus or Galileo, and online booking tools (OBT) for travel.
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Knowledge of fare calculation and ticketing, and refund process.
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Knowledge of IATA travel documents and visa requirements and systems.
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Excellent communication and interpersonal skills and ability to establish and maintain effective partnerships and working relations in a multicultural environment with sensibility and respect for diversity.
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Strong organizational skills, with the ability to work under pressure and successfully prioritize tasks to manage multiple commitments and deadlines.
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High level of client orientation and problem-solving skills.
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High degree of flexibility and initiative.
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Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to quickly adapt to new software.
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