Job
Title:
Travel Assistant
Title:
Travel Assistant
Organization:
United Nations Children’s Fund (UNICEF)
United Nations Children’s Fund (UNICEF)
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
Job
Grade: GS-6
Grade: GS-6
Reports
to:
Administrative Specialist
to:
Administrative Specialist
Vacancy
Number: 499436
Number: 499436
About
Us:
Us:
The
United Nations Children’s Fund (UNICEF) is mandated by the UN general assembly
to advocate for the protection of children’s rights, to help meet their basic
needs and expand their opportunities to reach their full potential. Together
with our partners, we work in 190 countries and territories to translate that
commitment into practical action, focusing special effort on reaching the most
vulnerable and excluded children, to the benefit of all children, everywhere.
United Nations Children’s Fund (UNICEF) is mandated by the UN general assembly
to advocate for the protection of children’s rights, to help meet their basic
needs and expand their opportunities to reach their full potential. Together
with our partners, we work in 190 countries and territories to translate that
commitment into practical action, focusing special effort on reaching the most
vulnerable and excluded children, to the benefit of all children, everywhere.
Job
Summary: The Travel Assistant will support the United
Nations UNICEF office through the preparation and processing of documentation
for travel of United Nations staff members and dependents, consultants and
participants to meetings.
Summary: The Travel Assistant will support the United
Nations UNICEF office through the preparation and processing of documentation
for travel of United Nations staff members and dependents, consultants and
participants to meetings.
Key
Duties and Responsibilities:
Duties and Responsibilities:
·
Upon receipt of approved travel request, incumbent obtains at least three
quotations from GDS (Global Distribution System) or travel agents. Reviews the
quotes to ensure most direct and most economical option is selected in
adherence with UNICEF regulations. Informs traveler of routing as well as
supervisor. Once TA has been authorized, posts invoice in Vision. Ensures to
send all details to traveler in timely manner. Reconfirms tickets of all
visiting missions. Requests security clearance for the traveler, if necessary
and where applicable.
Upon receipt of approved travel request, incumbent obtains at least three
quotations from GDS (Global Distribution System) or travel agents. Reviews the
quotes to ensure most direct and most economical option is selected in
adherence with UNICEF regulations. Informs traveler of routing as well as
supervisor. Once TA has been authorized, posts invoice in Vision. Ensures to
send all details to traveler in timely manner. Reconfirms tickets of all
visiting missions. Requests security clearance for the traveler, if necessary
and where applicable.
·
Co-ordinates and supervises daily administrative support services for all
travel: receive requests, calculate rates and entitlements, finalize travel
authorizations after approval from budget owners. Act as Travel Administrator
for Kampala Office in Vision – post, amend and settle Travel Authorizations,
including monitoring TA’s that are open for more than 15 days. Initiates
amendments of travel authorizations (claims) to reflect the actual dates
traveled whenever necessary and calculates the total amount of the claim before
sending supervisor for certification, posting and closing
Co-ordinates and supervises daily administrative support services for all
travel: receive requests, calculate rates and entitlements, finalize travel
authorizations after approval from budget owners. Act as Travel Administrator
for Kampala Office in Vision – post, amend and settle Travel Authorizations,
including monitoring TA’s that are open for more than 15 days. Initiates
amendments of travel authorizations (claims) to reflect the actual dates
traveled whenever necessary and calculates the total amount of the claim before
sending supervisor for certification, posting and closing
·
Guides staff on visa and vaccination requirements of countries to be visited,
and ensures that application forms are completed correctly with accompanying
material and submitted to the consulate or embassy well in advance of the
travel dates.
Guides staff on visa and vaccination requirements of countries to be visited,
and ensures that application forms are completed correctly with accompanying
material and submitted to the consulate or embassy well in advance of the
travel dates.
·
Upon approval, sends authorized requests to the travel agent to issue tickets.
Draft correspondence to other UN offices requesting issuance of tickets, travel
authorizations and daily subsistence allowances.
Upon approval, sends authorized requests to the travel agent to issue tickets.
Draft correspondence to other UN offices requesting issuance of tickets, travel
authorizations and daily subsistence allowances.
·
Arranges local air charter flights, screening of bills for local charters,
travel agents. Processes payments for tickets and travel expenses.
Arranges local air charter flights, screening of bills for local charters,
travel agents. Processes payments for tickets and travel expenses.
·
Maintains files and records related to travel.
Maintains files and records related to travel.
·
The incumbent coordinates with supervisor, finance and intending travelers to
ensure the travel is well prepared and arranged.
The incumbent coordinates with supervisor, finance and intending travelers to
ensure the travel is well prepared and arranged.
Qualifications,
Skills and Experience:
Skills and Experience:
·
The applicant for the United Nations UNICEF Travel Assistant job placement
should have completed secondary school.
The applicant for the United Nations UNICEF Travel Assistant job placement
should have completed secondary school.
·
Additional training in travel management is an added advantage
Additional training in travel management is an added advantage
·
At least six years’ experience with travel management related work, such as at
an airline or in a travel agency.
At least six years’ experience with travel management related work, such as at
an airline or in a travel agency.
·
Excellent computer skills.
Excellent computer skills.
·
Knowledge of United Nations travel rules and practices, and of standard tools
and references of the travel industry.
Knowledge of United Nations travel rules and practices, and of standard tools
and references of the travel industry.
·
Good knowledge of English. Knowledge of a local language an asset. Knowledge of
French would be helpful.
Good knowledge of English. Knowledge of a local language an asset. Knowledge of
French would be helpful.
·
Preferably hands-on experience with Global Distribution Systems used by the
industry.(ex. Amadeus CRS, Sabre, Travelport etc.)
Preferably hands-on experience with Global Distribution Systems used by the
industry.(ex. Amadeus CRS, Sabre, Travelport etc.)
·
Working knowledge of airline routes, fares and fare construction.
Working knowledge of airline routes, fares and fare construction.
·
Computer literacy required for airline schedules as well as travel document
preparation.
Computer literacy required for airline schedules as well as travel document
preparation.
·
Ability to establish good relations with travel agencies and airlines as well
as consulates and embassies.
Ability to establish good relations with travel agencies and airlines as well
as consulates and embassies.
·
Good skills with figures to calculate DSA, air fares and budget figures
Good skills with figures to calculate DSA, air fares and budget figures
·
Knowledge of basic computer skills, e.g. Word & Excel
Knowledge of basic computer skills, e.g. Word & Excel
·
Ability to work in a multi-cultural environment.
Ability to work in a multi-cultural environment.
·
Customer oriented
Customer oriented
Personal
Competencies:
Competencies:
Core
Values: Commitment, Diversity and Inclusion,
Integrity
Values: Commitment, Diversity and Inclusion,
Integrity
Core
Competencies: Communication, Drive for Results,
Working with People
Competencies: Communication, Drive for Results,
Working with People
Functional
Competencies: Analyzing (II), Applying Technical
Expertise (II), Planning and organizing (II), Following Instructions and
Procedures (II)
Competencies: Analyzing (II), Applying Technical
Expertise (II), Planning and organizing (II), Following Instructions and
Procedures (II)
NB:
UNICEF is committed to gender equality in its mandate and its staff; qualified
female candidates are strongly encouraged to apply. UNICEF is a smoke free
environment.
UNICEF is committed to gender equality in its mandate and its staff; qualified
female candidates are strongly encouraged to apply. UNICEF is a smoke free
environment.
How
to Apply:
to Apply:
All
suitably qualified and interested candidates who wish to join the United
Nations UNICEF in the aforementioned capacity are encouraged to visit the link
below to Apply.
suitably qualified and interested candidates who wish to join the United
Nations UNICEF in the aforementioned capacity are encouraged to visit the link
below to Apply.
Deadline:
25th October 2016
25th October 2016
