Job Opening

Posting Title: Travel Assistant, G6 [Filled from Roster]
Job Code Title: TRAVEL ASSISTANT
Department/Office: Office for the Coordination of Humanitarian Affairs
Duty Station: GENEVA
Posting Period: 12 June 2019 - 11 July 2019
Job Opening Number: 19-Administration-OCHA-117658-R-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The position is in the Travel Unit within the Supply Management and Travel Section (SMTS) of the Executive Office (EO) of the Office for the Coordination of Humanitarian Affairs (OCHA) in Geneva.

Responsibilities

Under the supervision of the Chief Travel Unit, the incumbent:

1. As Travel and Shipment Approver (TSA), certifies the Travel Requests (TRs) for the official business travel for OCHA Geneva Office, and support all the field offices. Duties includes:
• Reviews the Umoja travel inbox daily and certifies the travel requests timely.
• Returns the TRs to the Travellers or Travel administrator with advice on the corrective actions to be taken.
• Coordinates with the Travellers, the Travel Processing Officer (TPO), and the travel agency to finalize the Travel Requests as expeditiously as possible.
• Coordinates with the Budget Officer to resolve the funding issues.
• Ensures the DSA and Terminal Expense are correctly established in line with the UN Travel policies.
• Reviews submissions, provides guidance and drafts correspondence for the Adhoc DSA and submits the requests to OHRM for timely approval before the travel commences.
• Reviews submissions for the Exception to Standards of Accommodation for Air Travel (TTS 3) for accuracy and compliance with the UN Travel policy, and submits the quarterly and annual
reports.
• Ensures the cost assignment is correctly entered.
• Ensures the financial authorization to UNDP for payment of DSA or local travel agency in the field offices are properly processed; follows up with Finance for its approval
• Ensures amendments are processed expeditiously.
• Ensures cancellations are approved timely by the TPO to reverse the funds back to OCHA’s accounts.
• Monitors the outstanding Travel Requests through the Umoja Travel reports and sends reminders to the responsible parties for action.
• Provide guidance to the Offices planning the group/event travel activities efficently and provides reports on these travels upon completion.

2. As Travel and Shipment Approver (TSA), certifies the Expense Reports (ERs) for OCHA Geneva Office, and the field Offices as required:
• Reviews the Umoja travel inbox daily to ensure the Expense Reports are processed timely.
• Reviews the Expense Reports and the supporting documentation for completeness, accuracy, reasonableness, validity and conformity with UN Rules and Regulations before certifying.
• Returns the ERs to the Travellers or Travel administrator with advice on the corrective actions to be taken.
• Certifies and monitors the approval of the Expense Reports timely to avoid automatic recovery from the Travellers.
• Monitors timely submission of the Expense Reports through the Umoja Travel report and sends follows-up emails to the Travellers and/or the Admin support staff for a timely and accurate submission of the expense reports.
• Advises the clients of the impending recovery, and coordinates with the Account Division and Payroll to cancel or postpone the recovery in situations of technical or system errors.


3. Troubleshooting travel and payment issues.
• Analyzes the root cause of the issue, identifies appropriate actions to resolve the problem, coordinates with the responsible parties to discuss the problem and agreed on the course of action to resolve the problem, informs the client of the situaiton and provides periodic updates on the status of the resolution, and follows up with the responsible party until the issue is resolved.
• For the issue linked to non-receipt of payment in the Traveller’s bank account, coordinates with the Treasury Office to resolve the issues, and updates the clients on the actions taken and expected outcome on a regular basis.
• For Umoja technical issue, creates iNeed ticket and follows up with Umoja for the systemic issues to be fixed. Keeps the client abreast of the development of problem resolution.
• Contact CWT authorizes it to issue tickets or changes to ticket for emergency travel or changes taking place afterhours, weekend or during holidays when emerge

4. As the Travel Processing Officer (TPO) for non-commercial travel, approves the TRs and ERs for official business travel not requiring commercial tickets in the field. As such:
• Reviews the Umoja travel inbox daily and approves the TRs and ERs timely
• Returns the TRs and ERs to the Traveller/Travel Administrator with advice on corrective actions
• Approves requests for amendment and cancellation expeditiously
• Provides guidance to the field to avoid ex-post facto submission of TRs.

5. Other related activities:
• Provides training and guidance to the clients in the field and HQ on processing travel requests and expense reports.
• Serves as backup TSA for field Offices without a backup.
• Analyses the Unliquidated Obligations received from Accounts Section, review actions required and coordinates with the Travellers and/or the field Admin Officers to complete necessary actions, submits the lists of obligations to be closed to the Accounts Section for action.
• Downloads reports on pending submission of Expense Reports on the monthly basis, and sends list of pending actions to all field offices, Travellers, and the Admin Officers for the timely action, in particular before the end of the year closing of account.
• Assists in preparing the internal guidelines and tips for official business travel.
• Creates the Business Partner ID and the banking information for the meeting participants.
• Performs other administrative functions as needed.

Competencies

Professionalism: Knowledge of the travel administration and policies. Ability to interprete the relevant policies and procedures in certifying the travel requests and expense reports; and the ability to analyse the issues encountered to find a workable solution. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.


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.


Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.


Technological awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Work Experience

Seven years of experience in administration, including at least three years in travel administration within the United Nations common system is required. Experience in diagnosing, analyzing challenges and recommending solutions to issues arising from Travel Requests (TRs), Expense Reports (ERs), or Payments is required. Experience in processing travel requests or expense reports in an ERP system such as Umoja is required. Experience in conducting policy and ERP training on travel policies or travel processing such as in UMOJA is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and ‘knowledge’ of French is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

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.

United Nations Considerations

According 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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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 Fee

THE 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.

Sorry, this job opening is no longer available.
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