Travel Assistant at

3 weeks ago

Nairobi, Nairobi Area, Kenya United Nations Office on Drugs and Crime (UNODC) Full time

For two decades, the United Nations Office on Drugs and Crime (UNODC) has been helping make the world safer from drugs, organized crime, corruption and terrorism.

We are committed to achieving health, security and justice for all by tackling these threats and promoting peace and sustainable well-being as deterrents to them.

Because the scale of these problems is often too great for states to confront alone, UNODC offers practical assistance and encourages transnational approaches to action.

We do this in all regions of the world through our global programmes and network of field offices.

Responsibilities
Within assigned authority, the incumbent is responsible for the following specific duties:

Calculate airfare, excess baggage entitlements, terminal expenses, daily subsistence allowance for staff and dependents traveling on missions, etc.

Provide information to staff and consultants on the most direct and economical route and plan routings and itineraries plus the most economical airfare rates for such travel as permitted by the rules and regulations.

Provide information on rates and travel schedules for specific itineraries for budgeting purposes for programme managers.
Contact airlines or travel agency to make reservations at least expensive fares, and request issuance of tickets.
Initiate requests for visas.
Review travel claims and supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Rules.

Advise substantive offices, travellers, and other relevant staff of arrival information, requesting arrangements to be made accordingly for traveller.

Assist 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.

Assist with visualizations and updating information material such as web pages or brochures.
Perform other work-related duties, as required.

Requirements
Competencies

Professionalism:
Has knowledge of travel related processing requirements; ability to recognize and act in the face of conflicting priorities. Has ability to perform analysis, modelling, 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.


Accountability:

Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.


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.

Education

High School diploma or equivalent is required. Specialized Travel Agent training (such as IATA certification or equivalent) is desirable.

Job - Specific Qualification

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

Work Experience

A minimum of five years of experience in travel administration, including travel rate construction, routing, and travel reimbursement, or related area is required.

The minimum number of years of relevant experience is reduced to three for candidates who possess a first level university degree or higher.

Experience working on Global Distribution System (GDS): Airline/Hotels reservation systems such as Sabre/Amadeus/Galileo is desirable.
Experience in the use of Enterprise Resource Planning (ERP) Systems, such as Umoja, SAP or equivalent is desirable.

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