Overview
Organizes and administers official travel for staff, consultants, meeting participants, interpreters and report writers, ensuring compliance with United Nations rules, regulations and policies. Prepares cost estimates for official meetings and missions, and provides advice on travel arrangements.
Key Responsibilities
- Organizes and administers official travel for staff, consultants, meeting participants, interpreters and report writers.
- Prepares cost estimates for official meetings and missions, including airfare and daily subsistence allowance (DSA), and provides advice on the most direct and economical routes, fares and travel schedules.
- Initiates, reviews and amends travel authorizations and travel claims; calculates airfare, DSA, terminal expenses, excess baggage and other applicable entitlements.
- Reviews travel claims and supporting documentation for completeness, accuracy, reasonableness and conformity with UN financial and travel regulations.
- Provides guidance to staff and non-staff on official travel procedures, entitlements, itineraries and allowances.
- Initiates and supports visa applications for staff and non-staff members traveling on official business.
- Requests and manages index numbers for consultants, resource persons and meeting participants.
- Ensures validity of budget allotments and coding blocks, working closely with the INC Secretariat fund management officer, requests revisions or openings of allotments as required.
- Associates travel claims with relevant obligation documents and coordinates with administrative officers to resolve discrepancies, delays or complex cases.
- Maintains accurate records of travel authorizations, advances, claims and refunds of unused tickets, and prepares periodic and ad hoc reports, including updates to Secretariat travel plans.
- Liaises with substantive offices, administrative counterparts and travel agencies to ensure timely, cost-effective and well-coordinated travel arrangements.
- Assists with the collection and analysis of travel-related data and contributes to the preparation of reports, presentations and information materials, including updating web-based or printed content.
- Performs other related duties as required.
Required Experience
A minimum of five (5) years of progressively responsible work experience in travel administration, including travel rate construction, routing, and travel reimbursement, or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience working with System Analysis Program Development (SAP) or People Soft/Oracle-based, Enterprise Resource Planning (ERP) systems such as UMOJA and in particular the travel module is required. Experience in applying travel guidelines in international organizations, specifically in creating travel authorizations and in settling expense reports is required. At least five (3) years of experience within the United Nations Common System or any large international organization similar to the United Nations is desirable. Experience in organising large conferences and events is desirable. One (1) year or more of experience in data analytics or related area is desirable.
Qualifications
High school diploma or equivalent is required. Supplementary training in management, conference management, travel management, ticketing or related field is required.
