Job Opening

Posting Title: Transportation Assistant, G6
Job Code Title: TRANSPORTATION ASSISTANT
Department/Office: Department of Operational Support
Duty Station: NEW YORK
Posting Period: 22 January 2021 - 20 February 2021
Job Opening Number: 21-Transportation-DOS-147627-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The post is located in the Office of the Chief, Travel and Transportation Section (TTS), FCAS/DOA/DOS. The Travel and Transportation section provides travel and transportation services at UN Headquarters (travel and shipment management, UN travel documents such as e-UNLP and UN Certificates, visas and host country services, local transportation, materials management and UN Headquarters garage operations. The incumbent of this post reports directly to the Chief of the Travel and Transportation Section.

Responsibilities

Under the direct supervision of the Chief, Travel and Transportation Section, the incumbent will be responsible for the following duties:


• Researches matters, prepares draft reports, briefing notes and position papers relating to various travel and transportation issues of the Section;

• Gathers, consolidates and analyses data required for the revision and updating of administrative instructions, information circulars, and other documents relating to travel and transportation matters;

• Monitors, updates and reviews contractual provisions based on experience gained during the term of the UN contracted travel agency and shipments contracts, airline agreements as requested by the Chief of Section. In this regard, provides financial support by assisting with budget preparation, preparing cost plans, requesting and monitoring the respective allotments;

• Assists with the preparation of Request for Proposals for the service contracts and, technical evaluation of the respective bids provided by the Procurement Service;

• Assists the Chief of Section with the preparation and co-ordination of special events, such as benchmarking and networking meetings with suppliers (airlines and shipping contractors), and other UN organizations etc.;

• Compiles, reviews and analyzes workload statistical information of the Section as well as travel/airline data to promote efficiency and to identify areas requiring emphasis or attention;

• Verifies accuracy of information in management reports from oversight bodies and drafts responses. Acts as an audit focal point for Section, consolidating queries from auditors and drafting responses;

• Performs contract and programme management, comprising of the electronic United Nations Laissez Passer (eUNLP) programme, Travel Management Services (TMS) contract, visa processing services contract, systems contract for Messenger Services, and airline agreements. Prepares presentations on travel management services for senior management and oversight bodies;

• Coordinates and follows up with offices of the Secretariat and other duty stations on data quality issues; Analyzes quality of data for accuracy in conjunction with Programme's activities;

• Administers and tracks petty cash flow to ensure current and future needs of the clients are met accordingly;

• Performs functions as Conference Transportation Officer for UN Conferences overseas; Co-ordinates travel, transportation and accommodation arrangements with sponsoring departments/offices and participants.


• Designs, creates, tests and implements reports through Business Intelligence application from SAP/Umoja related to travel, shipments and expenses; provides business analysis and reporting services to internal and external stakeholders including data interpretation and databases development;

• Proposes revisions to various on-line forms and operational systems used by the Section taking into account the requirements of individual Teams of the Section to enhance efficiency in the performance of their functions;

• Maintains the Section's Intranet website on i-Seek, Unite Doc and other platforms;

• Designs and maintains other web-based information sources for the Section, e.g. database application for travel management services;

• Proposes and assists in the implementation of measures to communicate travel and transportation related information to the staff at large; Researches and drafts information materials, such as a newsletter and broadcast messages for distribution;

•Perform ad-hoc related duties as required.

Competencies

Professionalism: Knowledge of administrative policies and procedures relating to travel and transportation matters and application of financial rules and regulations. Knowledge of procurement and contract management processes. Ability to research and analyze data required to prepare a variety of reports such as business reports, position papers, briefing notes and presentations. Ability to work with figures, draft correspondence including technical specifications. Ability to manage processes and maintain accurate records. Ability to multitask and identify priority activities and assignments and adjusts priorities as required. 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 equal participation and full involvement of women and men in all aspects of work.

Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.

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.

Education

High school diploma or equivalent is required. Management/technical assistance training courses are desirable.

Work Experience

A minimum of 7 years of progressive work experience in administrative services including travel, transportation, procurement and contract management is required.
Experience in drafting and editing is required.
Proficiency in Microsoft applications (Word, Excel, PowerPoint, Access) is required.
Experience in the SAP business intelligence reporting platform is required.
Experience in SAP travel module is desirable.
Prior work experience in international organizations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official UN language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview depending on the result of the test.

Special Notice

Appointment or assignment against this position is for an initial period of one year.

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 Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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 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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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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