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 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 Senior Travel Assistant.
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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 and online bookings for staff and non-staff travelers in accordance with applicable rules and procedures; check supporting documentation, establish travel entitlements and daily subsistence allowances (DSA), check fares and routes, and calculate transportation costs and travel advances.
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b.ย ย Check and certify requisition requests for meeting expenses in compliance with the rules and related policies.
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c.ย ย Advise staff and non-staff travelers on any travel-related matters and provide guidance on applicable procedures and policies; arrange travel or propose different itineraries to staff and non-staff travelers; escalate complex queries to supervisor when required.
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d.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 number outside working hours when required.
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e.ย ย Follow-up on claims, process all ticket refunds via the WIPO travel agent, and, in consultation with the supervisor, monitor credit status.
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f.ย ย ย Maintain internal databases for follow-up, reference, reporting purposes, and control; create and update traveler profiles in external systems.
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g.ย ย Calculate and process lump sum entitlements for statutory travel, such as home leave, in the absence of the Administrative Assistant.
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h.ย ย Process and follow up on visa requests for staff and non-staff travelers; check and sign respective visa support letters.
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i.ย ย ย Contribute to internal reporting and projects.
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j.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 five 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 working with Enterprise Resource Planning (ERP) systems, or in a travel department of an international organization.
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Experience working in a business travel agency.
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Experience working in a travel unit processing visas for staff and non-staff travel.
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Language (Essential)
Excellent knowledge of written and spoken English and French languages.
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Language (Desirable)
Good knowledge of Spanish or other official UN or WIPO languages.
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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.
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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 in order to manage multiple commitments and deadlines.
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High level of client orientation and problem-solving skills.
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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4.ย ย ย ย ย Organizational Competencies
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