Overview
Responsible for executing procedural and specialized administrative tasks on Travel and Protocol for the section, requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.
Key Responsibilities
- Support in submitting and following up on the issuance of visas for official travel, entry visa to Jordan, obtain residencies through Ministry of interior and work permits through Ministry of Labor when needed.
- Support in extension of staff entry visas through police stations or border department. Follow up with staff driving licenses, customs clearance, TRC and tax department.
- Support in submitting and following up the free quota entitlements for diplomatic staff and shipments customs exemptions with MoFA, customs department and Asycuda.
- Supports in ensuring that timely travel and transportation support is provided as per established UN travel rules and regulations.
- Support in participating in regular market review of travel and transportation service providers to achieve cost-effective travel and logistics arrangements to meet office requirements
- Assist in briefing international and national staff on all travel related entitlements and advisories, including security and visa/immigration/vaccination
- Prepare correspondence and reports on travel and Protocol as required by supervisor.
- Prepare and finalize the travel authorization (TA) in Vision for staff travel (duty or entitlement) and ensuring that UNICEF financial, staff rules and travel policy are being observed.
- Determine, in coordination with the Administrative Specialist and HR, Staff Travel entitlements (e.g. field visits, official travel, home leave, family visit, medical evacuation, and education grant)
- Timely preparation for Travel Advance after verifying applicable entitlements, and follow-up with Finance Section for Payment. Generate reports and monitor the travel authorizations to ensure the compliance with travel rules and regulations.
- Responsible for handling the section records and files and provide support documents to travelers or staff when needed.
- Work closely with designated travel agencies to ensure suitable itineraries are established. Responsible for certifying all settlements to travel agencies for official travel.
- Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
- Uploads electronic files and verifies results to destination system.
- Responds to client transaction status and other inquiries.
Required Experience
A minimum of 6 years of relevant administrative or clerical work experience is required (experience in Administration, Travel and Tourism, Travel management, Protocol, Visa and immigration, Administrative operations, Logistics coordination, Vendor management, Invoice processing, Records management, Government liaison, Compliance, and any other related fields).
Qualifications
Completion of Secondary Education is required, preferable supplemented by technical or university courses related to the field of work (Business Administration, Arts/Humanities, Public Administration, International Relations, or any other related field).A Bachelor or equivalent (First Level University Degree) from a recognized academic institution in a field relevant to the position may replace 3 years of related work experience. A Master or equivalent (Advanced University Degree) may replace an additional 2 years.
