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Travel Assistant

hace 2 meses

Bogota, Colombia United Nations A tiempo completo

This position is located within the Human Resources Unit in the United Nations Verification Mission in Colombia (UNVMC), with duty station Bogota. The Travel Assistant reports to the Chief Human Resources Unit.

**Responsibilities**:
Under the general supervision of the Chief Human Resources Officer, the Travel Assistant FS-5 carries out the following duties:

- Assist the Chief Human Resources Officer in performing the day-to-day functions of the Travel Unit and co-ordinate all travel related matters within the field mission; supervise a junior Travel Assistant.
- Oversee the administration of all official field mission travel.
- Review travel claims and supporting documentation for completeness, accuracy, validity, and conformity with United Nations rules prior to forwarding them to the Finance and Budget Unit.
- Create Travel related Funds Commitment documents and prepare the status of allotment and Funds Commitment Report using Umoja.
- Coordinate with the Finance and Budget Unit, regarding reimbursement of travel which took place after the financial period was completed. Associate claims with travel authorizations or other obligation documents. Prepare amendments to existing obligation documents as and when required. Ensure validity of budget allotment and object expenditure codes assigned.
- Review the automated information management system and ensure that no claim is duplicated and that arrangements are made to collect charges for any deviation from the authorized itinerary and shipment allowance in excess of entitlements.
- Establish reimbursable amount for each item and prepare a memorandum to the Finance and Budget Unit requesting payment for the costs of transportation and excess baggage.
- Produce reports in Umoja; analyze and prepare evaluation of current claims procedures and policies.
- Coordinate with appropriate office for clarification or additional information and meet with officials from substantive offices in order to discuss the details of particular claims, and to explain the nature of problems, delays and backlogs.
- Verify that services provided by the airline authorities are rendered satisfactorily and in accordance with the contract before processing invoices for payment.
- Ensure that the established Invitation to Bid (ITB) system is complied with and that the airline tickets are purchased at the most competitive market prices.
- Compile data and information and prepare travel related reports using Umoja on a regular basis.
- Coordinate all official travel initiated via the United Nations aircraft.
- Liaise and coordinate with substantive offices to identify proper obligation documents.
- Perform other duties as required.

Competencies

Professionalism:

- Shows pride in work and in achievements.
- 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 works.

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

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 or equivalent diploma is required.

Job - Specific Qualification
Technical or vocational certificate in the field of business administration or travel and related matters or related fields is required.

Work Experience
At least 8 years of progressively responsible experience in the field of travel related matters is required.

Experience in SAP Travel Module and experience as Travel Processing Officer (TPO) is required.

Working experience processing large groups of travelers or meeting participants in SAP Travel Module or similar system is desirable

Experience working in a conflict or post-conflict setting for the United Nations or an International Organization is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English and S

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