Background
The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.ย
UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023โ27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and Effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on ย results Management ย and compliance entrusted with the corporate alignment, programme finance management and quality assurance, ย and strategic communications ย team that provides knowledge management and communication support to all programme interventions.
Within the Pacific Office Multi-Country Office (MCO), the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and CO transactions support. ย The team further provides demand driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.
Duties and Responsibilities
Under the overall guidance of the Operations Manager and the direct supervision of the Administrative Analyst, the Travel Assistant carries out Travel and administrative related tasks under her/his purview. The Travel Assistant provides support to office operations performing a variety of standard travel processes ensuring high quality and accuracy of work. The Travel Assistant promotes a client, quality, and results-oriented approach. The Travel Assistant works in close collaboration with the Operations team and Programme teams in the Country Office (CO), project personnel and other UN agencies staff to exchange information and ensure consistent service delivery.
Support implementation of operational strategies, focusing on achievement of the following results:
Full compliance of travel activities with UN/UNDP rules, regulations, policies, and strategies.ย Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itineraryย Provision of inputs to the CO travel business process mapping and implementation of the internal standard operating procedures (SOPs).ย Provision of inputs to preparation of travel team results-oriented work plans.ยSupports travel management processes for CO, projects and at the request of other Agencies focusing on achievement of the following results:
Processing of travel through the use of travel module in UNDP ERP system and ensures availability of budgetย Ensure efficient and timely cost-recovery using the ERP system for the travel services provided by UNDP to other Agencies. Provision of information to the travelers on travel including travel routes, airport and airlines protocols, visa processing arrangement of appropriate accommodation as well as allowable Daily Subsistence Allowance as per UNDP policy and guideline Processing travel requests and post travel claim for UNDP Personnel and other sponsored travelers as per travel entitlements l ensuring that the travel arrangement follow the UN/UNDP rules of most direct route and most competitive prices. Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price with most direct and most economic options.ย Arrange security clearance for travelers when required.ย Creation of Traveler and Travel Agent supplier profile and keep it updated on a regular basis. Support travelers with hotel reservations and process requests for visas, ID cards and other relevant documentations for UN/UNDP officials, if necessary. Arrangement for airport pick-up for mission travelers when required and support to expediting of customs and immigration procedures, as necessary.ย Processing of application and renewal of UNLP for UN staff.ย Provide regular inputs to travel database without any error. Check and ensure that invoices submitted by travel agent are error free and accompanies appropriate supporting documents for timely processing and payments Ensure timely follow up on outstanding POs, closing of POs on time and integrity of PO data related to travel services. Reconciliation of settlements to be paid by the Finance Unit.ย Preparation of routine correspondence, faxes, memoranda, and reports in accordance with the SOP. Assist the procurement and travel unit with travel audits. Administrative and logistics support to conferences, workshops, retreats. Support to organization of common admin and logistics services. Regular maintenance of record files and efficient database managementSupports implementation of sourcing strategy focusing on achievement of the following result:ย
Collection of market information in travel service areas Collection of information for various surveys such as DSA surveyยEnsures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Participation in the training for the programme, operations and projects staff on procurement and travel.ย Sound contributions to knowledge networks and communities of practice.ยPerforms other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office.
Performs other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office
Competencies
Core competencies:
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineย Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements ย Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackย Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible ย Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentย Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsย Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationCross-Functional & Technical competencies:
Business Management
Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.ย
Administration & Operations
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Required Skills and Experience
Education:
Secondary Education is required and specialized training in procurement and/or travel is desirable. A university degree in Business Administration, Public Administration, Finance, or equivalent will be given due consideration, but it is not a requirement.Experience:
Minimum of 5 years (with high school diploma) or 2 Years (Bachelorโs degree) of progressively experience of working in Administration; knowledge of financial management or accounting experience is required. ย Experience in travel management is an advantage Knowledge and experience of travel regulations and visa & protocols is desirable Experience in transport and hotel reservations is desirable Experience in financial control and reconciliation. Experience in the usage of computers and office software packages (MS Word, Excel, etc) advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems required.ย Knowledge of IPSAS and/or IFRS required.ย Fluency in English is a requirement, local language i.e. Itaukei and/or Fiji Hindi is required.ย
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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