travel assistant

4 weeks ago

Nairobi, Nairobi Area, Kenya UN - United Nations Full time
Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) serves as the HQ in Africa, with the Director-General of UNON representing the Secretary-General in Kenya.

UNON supports various UN programs globally, including UNEP, UN-Habitat, and RCS, by offering administrative, security, conference, and information services in Kenya.

This job is based in the United Nations Office at Nairobi (UNON), specifically in the Travel, Shipping, and Visa Unit (TSVU) within Central Support Services (CSS).

The Travel Assistant will directly report to the Chief of TSVU.



Responsibilities
  • Travel and Shipment Authorizations:
    a) Review and approve travel and shipment requests to ensure compliance with rules and process them in Umoja.
    b) Calculate and set travel entitlements for UN staff.
    c) Verify travel invoices and credit notes from vendors.
    d) Reconcile travel reports with UNON data.
    e) Calculate travel expenses and review quotes to ensure cost-effectiveness.
    f) Approve travel requests and manage changes in itineraries.
    ... (truncated for brevity)
  • Travel Team Lead Role:
    a) Handle client escalations.
    b) Monitor key performance indicators.
    c) Manage workload distribution.
    d) Ensure travel agency compliance.
  • Online Tool:
    a) Manage online travel booking desk.
    b) Check and enforce direct and cost-effective routes.
    c) Inform staff on booking status.
    d) Keep booking tools updated and train other assistants.
  • Travel and Shipment Queries:
    a) Address staff queries on travel and shipment matters.
    b) Provide guidance on UN policies.
    c) Assist with shipment entitlements.
  • Travel and Shipment Agents' Invoices:
    a) Review and process invoices.
    b) Resolve discrepancies with agents.
  • Other Duties:
    a) Handle ad-hoc assignments and reporting.
    b) Assist in data analysis and visualization.
    c) Update information material and perform related tasks.


Competencies
  • PROFESSIONALISM:
    Skilled in data analysis, modeling, and decision-making support. Shows dedication to work, professional competence, and mastery of topics.
  • COMMUNICATION:
    Clear communication skills, active listening, and adaptability in delivering messages effectively.
  • CLIENT ORIENTATION:
    Focuses on client needs, builds trust, and offers suitable solutions.


Education

Completion of high school education is required with additional training in a relevant field desirable.

Job-Specific Qualifications

Specialized Travel Agent training like IATA certification is a must.


Work Experience

Minimum 7 years experience in travel administration or related field, reduced by 2 years with a first-level University degree. Proficiency in ERP systems and experience in the UN or similar organizations is advantageous.

Experience in managing large group travel and data analytics is a plus.


Languages

Proficiency in English is required, knowledge of another UN language is beneficial.


Assessment

Evaluation may include assessments and competency-based interviews.

Special Notice

Initial appointment is for one year and extendable based on fund availability. Local recruitment as per the United Nations Staff Rules.

Strong emphasis on gender equality and diversity in recruitment.


Internal Applicants

Complete all fields accurately in the application form.

Recruitment based on merit, efficiency, diversity, and organizational needs.


All positions promote gender equality, diversity, and inclusivity, irrespective of backgrounds.

Reasonable accommodations available for disabled applicants upon request.

No Fee

The United Nations ensures no fee is charged during any stage of recruitment.

Bank account information is not required by the United Nations.

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