Org. Setting and Reporting
This position is located in the Kuwait Joint Support Office (KJSO). Under the direct supervision of the Chief Travel Officer, and under the overall guidance of the Chief KJSO. The Travel Assistant reports to the Chief Travel Officer.
Within delegated authority, the Travel Assistant FS-5 will carry out the following duties:
• Co-ordinates all travel related matters within the client field missions and the KJSO; supervises junior Travel Assistant(s) for accuracy and correct application of the relevant rules and regulations.
• Supports the official travel transactions as submitted by Client Mission staff, official shipments of personal effects, including the processing of requests for border clearance and the coordination of insurance coverage for all official shipment of personal effects.
• Reviews expense reports routed in UMOJA to the Travel Unit for additional travel expenses to establish reimbursable amounts for official entitlements in conformity with United Nations rules prior to routing them to the Travel Claim Processor (TCP) in UMOJA.
• Coordinates with the relevant Business Partners or other parties, regarding reimbursement of travel, which took place after the financial period was completed. Prepares amendments to existing Travel requests as and when required.
• Reviews problematic UMOJA Expense reports as requested by Travel Claim Processor and ensures that no claim is duplicated.
• Produces travel related reports; analyzes and prepares evaluation of current claims procedures and policies.
• Works with vendors in order to ensure that arrangements are made to collect charges for any deviation from the authorized itinerary and shipment costs in excess of official entitlement. Including the costs of transportation and excess baggage, when required.
• Coordinates with various Embassies and the host government Ministries of Foreign Affairs, Interior and Immigration regarding the provision of entry visas and resident visas respectively.
– Knowledge of travel related services within a Service Delivery Model.
– Ability to provide guidance and direction of travel related issues to relevant service delivery areas.
-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.
-Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
-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.
-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
High school or equivalent diploma is required . Technical or vocational certificate in the field of business administration or travel and related matters is desirable.
A minimum of 8 years of progressively responsible experience in the field of travel related matters, including 3 years experience in a UN organization is required.
Experience in SAP Travel Module and experience as Travel Processing Officer (TPO) and Local Process Expert – Trainer (LPE-T) is required.
Experience in a UN Shared Service Centre is required.
Knowledge and experience of Non-staff travel, including, for UMOJA Group Travel for IUP Contingents and for large groups of Meeting Participants is required.
Experience working in a conflict or post-conflict setting for the UN or an International Organization is desirable
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English, oral and written is required.
Evaluation of qualified candidates may include an informal assessment and/or interview.
• This position is temporarily available for 9 months with possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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.
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.
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.