Job Opening

Posting Title: TRAVEL ASSISTANT, G4
Job Code Title: TRAVEL ASSISTANT
Department/Office: United Nations Office on Drugs and Crime
Duty Station: BANGKOK
Posting Period: 28 October 2022 - 26 November 2022
Job Opening Number: 22-Administration-UNODC-194175-R-Bangkok (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the Regional Office for Southeast Asia and the Pacific (ROSEAP), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) in Bangkok, Thailand. The Travel Assistant will work under the overall guidance and direct supervision of the Executive Assistant.

For more information on UNODC, please visit the following website: www.unodc.org

Responsibilities

The focus of this position is to assist in providing travel-related. As member of a team, the Travel Assistant will assist in the implementation of the rules and guidelines regarding travel and entitlements. The incumbent will promote a client-oriented approach consistent with UN/UNODC rules and regulations. Within assigned authority, the Travel Assistant will be responsible for the following specific duties:

• Perform a wide range of support and administrative functions related to travel. Provide information and guidance to the administrative offices, staff and consultants about frequency of air services on the most direct, efficient, economical/cost-effective routings (including more complex itineraries) and airfare rates, as permitted by the rules and regulations. As member of a team, assist in making travel plans.
• Provide information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers. Research, compile and organizes information and reference materials from various sources.
• Contact travel agencies and airlines to make reservations, negotiate least expensive fares, e.g. discuss reduced airfares, group discounts and reduced excess baggage charges, initiate issuance of tickets; discuss discrepancies and problems.
• Assist in calculating the residual values of partially used tickets when there is rerouting.
• Assist in arranging for changes or cancellations requested by travellers and arrange tickets to be reissued, including obtaining reimbursement, where applicable.
• Assist in examining and pre-auditing the official itineraries of staff members and other travellers, as stated in the travel of the mission personnel and ensure conformity with established rules, regulations, and relevant directives.
• Assist in reviewing travel claims and supporting documentation for completeness, accuracy and validity, prior to forwarding to other UNODC colleagues; ensure that entitlements are in conformity with Staff Rules. Refer discrepancies back to the Executive Assistant and/or Certifying Officers for clarification and possible correction.
• Provide logistical and administrative support, if required. Perform data entry and extraction functions. Perform data entry and extraction functions for the work unit.
• Perform other work-related duties, as required.

Competencies

• Professionalism: Has knowledge of office and administrative support in particular in including administrative policies, processes and procedures Has knowledge of travel related processing requirements. Is able to plan, manage and resolve conflicting priorities. 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.

Education

High school diploma or equivalent is required. Specialized training in travel is desirable.

Job - Specific Qualification

Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, 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.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Work Experience

A minimum of three (3) years relevant administrative experience in the areas of travel or administration is required.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.

Working experience with an Enterprise Resource Planning (ERP) system is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency based interview.

Special Notice

This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

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 must be authorized to work in the country where the position is located. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

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.

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