Travel Officer

Org. Setting and ReportingThe position is located in the Executive Office of the Office for the Coordination of Humanitarian Affairs (OCHA) in New York. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. The Travel Unit is responsible for Official Travel for OCHA offices in New York and Geneva, and also for overall guidance on Travel management for all OCHA offices around the world. This position-specific job opening is being advertised for the position of Travel Officer, Executive Office in New York, OCHA HQ. The incumbent will report to the Executive Officer. ResponsibilitiesWithin delegated authority, the Travel Officer may be responsible for the following duties: A. Strategic Responsibilities of the Head of Travel Unit • Leadership: The individual is responsible for providing strategic leadership to ensure efficient and effective travel services across OCHA. This position demonstrates the importance of the leadership role and ability to make strategic decisions that align with the origination’s goals and objectives. It also signifies the individual’s ability to interact with senior management and represent the Travel Unit at a higher level. • Complexity and Scope of Operations: OCHA operates in complex and challenging environment, requiring travel support for staff across the globe. The Head of Travel Unit needs to navigate through diverse travel requirements, and ensure compliance with UN rules, regulations, policies and guidelines regarding travel management. During emergencies and/or sudden crises, the incumbent is responsible for coordinating the urgent travel arrangements of staff members to the affected areas, ensuring quick and efficient response to humanitarian needs. • Stakeholder Engagement: The Head of the Travel Unit will engage with various stakeholders, both internal and external, including senior official and other UN entities to manage the increased level of engagement required at this level, including building, and maintaining effective relationships, negotiating with partners, and representing the organization’s interests in travel-related matters. B. Travel management responsibilities • Oversees, manages, and coordinates the work of the Travel Unit both in Geneva and New York locations. • Production of reports to the Management to illustrate the trends. • Review the Delegation of Authority (DoA) Key Performance Indicator (KPI) Report and take the necessary actions to resolve any issues highlighted in the report. • Acts as OCHA TPO for all requests routed to OCHA Non-Commercial TPO, which includes approval Non-Commercial Travel Requests (TRs), cancellations and/or amendments of Non-Commercial TRs. • Coordinates with the Budget Officer to resolve the funding issues. C. Other related activities • Reviews submissions, provides guidance and drafts correspondence for the ad-hoc Daily DSA and submits the requests to the Executive Officer for timely approval before the travel commences. • Based on the Trip recoverable report, advises the clients of the impending recovery, and coordinates with UNOG and OCHA Finance Sections to process the recovery. • Reviews the Unliquidated Obligations List received from UNOG Finance Section, coordinates the closing of the obligations with the travelers and/or the Administrative Officers (TSAs), and if needed, submits the lists of obligations to be closed to the Finance Section for action. • Work closely with UNOG and UNHQ Accounts on Travel Payment and Liquidation • Acts as Audit Focal Point for Travel management issues. • Acts as OCHA’s focal point in providing advises on travel-related issues and complex cases for all OCHA HQ and field country offices. • Responsible for the budget preparation of the travel section. • Perform any other task assigned by the Executive Officer. Competencies• Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. EducationAdvanced university degree (Master's degree or equivalent) in business administration or a related field is required. A first-level university degree in combination with two additional years of finance, or related qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years of progressively responsible experience in finance, administration, budget, business administration, travel or related area is required. Experience in budget preparation and administration is required. Relevant experience with enterprise resource planning systems (including Umoja) is desirable. Relevant experience of 5 years as responsible in managing travel within the UN Common System or other international organization is desirable. Experience of working in teams with high-volume work is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of French is desirable. AssessmentEvaluation of qualified candidates may include an assessment exercise, which may be followed by competency-based interview. Special NoticeThis position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. Staff members are subject to the authority of the Secretary-general and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record for integrity and professional ethical standards is essential. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.