Travel Assistant at

4 weeks ago

Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full time

United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.

Responsibilities

Provides information to staff members and delegations on entitlements, policy and procedures on official travel, removal of personal effects arrangements in accordance with governing rules and regulations
Review travel and shipment requests in Umoja to ensure conformity with applicable rules
Calculates air fares and constructs itineraries for staff and defendants, delegations and non-staff (consultants, meeting participants and contractors) traveling on official business in line with the most economical and direct route
Liaises with contracted travel agency on complex itineraries and issuance of tickets
Approves travel and shipment authorizations including amendments
Calculates and records lump-sum entitlements
Request and record refunds in Umoja Perform partial and complete cancellation of Travel Requests in Umoja, if applicable Process expense reports that are routed to travel unit in accordance with rules and regulations
Co-ordinates arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices
Provides Umoja support on travel related issues to staff members
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making
Performs ad-hoc duties as required.

Competencies

PROFESSIONALISM:
Knowledge of travel related processing requirementsAbility to recognize and act in the face of conflicting priorities
Ability to perform analysis, modeling and interpretation of data in support of decision-making
Shows pride in work and in achievements
Demonstrates professional competence and mastery of subject matter
Is conscientious and efficient in meeting commitments
Observing deadlines and achieving results
Is motivated by professional rather than personal concerns
Shows persistence when faced with difficult problems or challenges Remains calm in stressful situations
Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work

COMMUNICATION:
Speaks and writes clearly and effectively Listens to others, correctly interprets messages from others and responds appropriately
Asks questions to clarify and exhibits interest in having two-way communicationTailors' language, tone, style and format to match audience
Demonstrates openness in sharing information and keeping people informed

CLIENT ORIENTATION:
Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view
Establishes and maintains productive partnerships with clients by gaining their trust and respect
Identifies clients' needs and matches them to appropriate solutions
Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems
Keeps clients informed of progress or setbacks in projects
Meets timeline for delivery of products or services to client.

Requirements
Education

Completion of high school diploma or equivalent is required.

Job - Specific Qualification

Specialized Travel Agent training (such as IATA certification or equivalent) is required

Work Experience

A minimum of five (5) years of progressively responsible experience in travel administration, travel rate construction, routing, and travel reimbursement, or related area is requiredThe minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree Working experience in Enterprise Resource Planning (ERP) systems is required Three (3) years of working experience in the UN system or similar international organization is desirable Experience arranging travel for large group of meeting participants is desirable 1 year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations SecretariatFor the position advertised, fluency in English is requiredKnowledge of another official United Nations language is desirable.

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