Travel Assistant

hace 5 días

Bogotá, Colombia United Nations A tiempo completo

Org. Setting and Reporting
- This position is located in the Travel Team within the Human Resources Unit (HRU) of the United Nations Verification Mission in Colombia (UNVMC). The incumbent will report to the Head of the Travel Team.
- Responsibilities
- Within delegated authority, the Travel Assistant will be responsible for the following duties: -Functions as an Umoja Travel Processing Officer (TPO), verifies and approves travel requests and expense reports for different travel categories. -Calculates and approves lumpsums for entitlement travel and determines the maximum reimbursable amounts for self-tickets. -Assists in providing efficient and cost-effective routings with regards to more complicated staff itineraries. -Assists in making travel plans in order to take advantage of advance purchases or special promotional fares. -Maintains records of all travel authorizations processed and savings accrued to the organization as a result of the cost savings techniques employed. -Calculates daily subsistence allowance for travel of senior UN staff, mission assignees and appointments, and other UN Staff, taking into account whether meals will be provided, and which stopovers are designated official business or personal. Depending upon the actual category of the traveler, prepares travel authorization, calculates all other costs, including excess baggage, terminal expenses, subsistence allowance and travel advance. -Provides information to staff, United Nations Volunteers, International Observers, consultants and other non-staff on the most direct and economical route, and plans routings and itineraries plus the most economical airfare rates for such travel as permitted by the UN rules and regulations. -Contacts airlines or travel agency to make reservations at least expensive fares and requests issuance of tickets. -Initiates requests for visas in liaison with the Client Support team under HRU. -Provides information on rates and travel schedules for specific itineraries. Computes and determines the revised amounts of per diem where there is deviation from original travel plans. -Arranges for change or cancellation of already issued tickets upon request of the traveler, including obtaining reimbursement, where applicable. -Converts departure and arrival times, as needed, and identifies the accommodation class corresponding to the nature of the travel. -Reviews travel claims and supporting documentation for completeness, accuracy, and validity, prior to submission to the Finance Section for payment. -Monitors the performance of the travel service providers, bringing discrepancies to the attention of the Head of the team. -Ensures that entitlements are in conformity with UN Rules, Regulations, and policies. Refers discrepancies back to Administrative and /or Certifying Officers for clarification and possible correction. -Advises substantive offices, travelers, all mission personnel, and movement control staff of arrival information and requesting arrangements to be made accordingly for traveler. -Ensures that all UNVMC policies are applied and followed thoroughly across all processes, including adherence to UNVMC code of conduct and ethics, and integrates a gender-sensitive approach in all functions. -Performs other duties as required.
- Competencies
- Education
- High school diploma or equivalent is required.
- Job - Specific Qualification
- A technical or vocational certificate in the field of business administration or travel and related matters or related fields is required.
- Work Experience
- Languages
- English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and Spanish is required. NOTE: Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "knowledge of" equals a rating of "confident" in two of the four areas.
- Assessment
- Special Notice
- United Nations Considerations
- 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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