Overview
The Travel Services Officer coordinates and manages travel-related processes for international staff, overseeing travel operations to ensure timely, efficient, and compliant services. The role also manages the full lifecycle of travel documents and customs clearance processes.
Key Responsibilities
- Coordinates and manages travel-related processes for international staff throughout onboarding and separation.
- Contacts newly appointed staff prior to arrival to provide guidance on travel authorizations, ticketing, visas, UNLPs, residencies, and duty-free privileges.
- Provides support on travel entitlements and related administrative matters upon arrival.
- Oversees return travel arrangements, processes travel-related clearance forms, and liaises with customs and government authorities for clearance of personal effects and vehicles upon separation.
- Manages all travel operations, ensuring timely, efficient, and compliant services for all staff and delegations.
- Certifies and approves travel requests, authorizations, tickets, invoices, and travel claims.
- Oversees official, emergency, medical evacuation, and VIP travel.
- Monitors travel agents’ performance and certifies their bills and financial transactions.
- Provides guidance to staff on travel entitlements and maintains records.
- Oversees the full lifecycle management of Travel documents, UNLPs, including issuance, renewal, replacement, and cancellation.
- Maintains accurate custody records and reporting controls for UNLPs.
- Manages customs clearance processes for official shipments, office equipment, and vehicles, as well as personal effects of international staff.
- Coordinates all aspects of duty-free privileges, including VAT refund, purchase, clearance, registration, and sale of vehicles; renewal of vehicle registrations; and facilitation of driving license issuance and renewal.
- Develops and implements standardized onboarding plans, welcome-SOPs, and protocols.
- Provides operational and managerial support to the supervisor.
- Secures visas, permits, ID cards, exemption cards, driving licenses and other official documents for UNRWA HQ(A) staff and dependents.
- Secures visas and permits for official UNRWA travelers, including consultants, official visitors, eligible family members, and domestic workers.
- Follows up with UNOG to ensure appropriate and timely issuance of visas and UNLPs.
- Ensures that travel and accommodation arrangements are made for official travelers and their dependents.
- Reviews official communications and maintains working relationships with government authorities and foreign embassies.
- Acts as a member of the Protocol Issues Working Group.
- Ensures the receipt and preparation of required travel documentation, including issuance of travel authorizations (TT8).
- Drafts official communications to government ministries, foreign embassies, and other official departments.
- Prepares circulars on travel, visa, and UNLP issues.
- Drafts procedural office instructions and revises/develops Agency-wide Standard Operating Procedures (SOPs).
- Ensures compliance and provides technical guidance to Field offices.
- Prepares input for reports and enquiries from internal and/or external stakeholders.
- Prepares all requisite reports to audit, inspection, and other governing and oversight bodies.
- Prepares all management reports and statistics on the work of the unit.
- Monitors quality and accuracy of outputs made by the Unit staff members.
- Is responsible for the Agency-wide automation of travel process and functioning of Travel Management System (TMS).
- Prepares and submits monthly operational reports covering travel statistics, financial data, and compliance indicators.
- Ensures inclusion of carbon emission tracking for all official travel.
- Supports the Agency’s “Greening the UN” initiatives.
- Monitors adherence to sustainable travel practices.
- Provides analysis and recommendations to management on reducing environmental impact and improving efficiency of travel processes.
- Promotes continuous learning within the Travel Unit by providing functional guidance and on-the-job training to staff.
Required Experience
- A minimum of Six years of progressively responsible relevant work experience in travel, visa, protocol, or related administrative services.
- At least two years in an international or large multi-cultural organization.
- Experience in handling official travel documents, certification of transactions, travel claims, and liaison with government authorities such as ministries, customs, and embassies.
- Proven experience in supervising staff and managing contracts.
- Knowledge of ERP systems such as SAP.
Qualifications
A first university degree from an accredited educational institution in Business/Public Administration, International Relations, Transport/Travel Management, or related field.
