Overview
The Travel Assistant is responsible for coordinating the travel of personnel and processing related entitlements and documentation.
Key Responsibilities
- Coordinate the travel of civilian and military personnel.
- Calculate and initiate travel entitlements.
- Perform complex lump sum calculation of travel entitlements.
- Provide information on air services and economical airfare rates.
- Contact airlines to make reservations and negotiate fares.
- Initiate issuance of tickets and discuss discrepancies.
- Coordinate and process shipment of personal effects and official cargo.
- Calculate residual values of partially used tickets.
- Compute and determine revised amounts of per diem.
- Arrange for changes or cancellations requested by travellers.
- Convert departure and arrival times.
- Follow up on itinerary amendments and ticket adjustments.
- Examine and pre-audit official itineraries.
- Ensure conformity with established rules and regulations.
- Review travel claims and supporting documentation.
- Ensure entitlements conform with UN Rules, Regulations and policies.
- Refer discrepancies back to Administrative and/or Certifying Officers.
- Advise on efficient and cost-effective routings.
- Assist in making travel plans to take advantage of benefits.
- Maintain records of all travel authorizations processed.
- Record savings accrued to the organization.
- Calculate daily subsistence allowance for travel.
- Prepare travel authorization and calculate all other costs.
- Advise substantive offices, travellers, and movement control staff of arrival information.
- Perform other duties as required.
Required Experience
A minimum of seven (7) years of progressively responsible experience in travel administration, airline reservations and ticketing including fare construction, identifying difficult and complicated routes at the lowest possible fares is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level degree or higher. Experience in administration of a broad range of travel-related entitlements and benefits using Systems Applications and Products (SAP) or Enterprise Resource Planning (ERP) software e.g., Umoja or other similar platforms is required. Experience in application of United Nations or similar international organization's Staff Rules and Regulations in an operational travel environment is desirable. Having supervisory experience of an IATA accredited travel agency is desirable. Experience in a shared service center or similar setup is desirable.
Qualifications
High school diploma or equivalent is required. A technical or vocational certificate in the field of travel, business administration and related matters or related fields is required.
