TRAVEL ASSISTANT

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). This position is located in the United Nations Office at Nairobi (UNON), Central Support Services (CSS), Travel, Shipping and Visa Unit (TSVU). The Travel Assistant will report to the Chief, TSVU. Within delegated authority, the incumbent will be responsible for the following duties:

Responsibilities

1. Travel and shipment authorizations: a) Receive, review and verify travel and shipment requests to ensure conformity with applicable rules and approve them in Umoja. b) Calculate and establish HR entitlement travel and shipment (e.g., DSA, terminal, SFT) for UN official/ staff members. c) Verify travel invoices, credit notes and refunds from respective vendors. d) Compare and reconcile travel reports submitted by the Travel Agency with UNON data to ensure that the management fee and other expenditures are in accordance with the contract. e) Calculate and establish travel expenses such as airfare/advances/excess baggage/terminals/lump sum for related travel/shipment requests. f) Review quotes received and establish fare to be awarded in line with UN rules on travel with UN Travel Agent or Shipping Agent if applicable. g) Review and approve expense reports where itinerary changed or where the SFT option was used. Request and record refund in Umoja, if applicable. h) Perform partial and complete cancellations in Umoja, if applicable. i) Send quotation requests to UN Travel agent, check on irregularities on quote received and work-out/suggest other cost saving itineraries and flight connection. j) Review and approve travel requests for other UN offices for issuance of tickets and DSA to travelers. k) Check on any irregularities in the itineraries provided, record and report discrepancies for review with the travel agency. l) Advise clients on their shipment and travel entitlements, e.g., excess baggage, shipment and whether travel is in economy or business. m) Conduct other assignments as may be assigned by the supervisors including but not limited to covering for the Travel Sub-unit Supervisor during his/her absence. n) Review and supervise UNHAS flight bookings. o) Perform other duties within the scope of work of TSVU as assigned by the supervisor (e.g., reporting, guidance on travel policy). 2. Travel Team Lead Role: a) Act as a focal point for first tier client escalations. b) Monitor and report KPIs for the travel sub-unit. c) Assess travel sub-unit workload and manage work distribution. d) Monitor travel agency contract compliance and report to supervisors for further action. 3. Online Tool: a) Responsible for the introduction and management of an on-line travel booking desk once implemented. b) Check the online routings and ensure that the most direct and economical route is enforced. c) Inform staff members on the status of the on-line booking. d) Print on-line tickets and forward them to staff members, as required. e) Keep on-line booking tools, options up to date and train other travel assistants in the technicalities and procedures associated with on-line bookings. Process Travel Authorizations, review travel requests. 4. Travel and shipment queries: a) Answer queries from staff members regarding their travel and shipment, relevant UN policy, Umoja workflow. b) Answer queries from out posted offices and service providers regarding travel of participants. c) Answer and advice clients on their shipment entitlement and excess baggage entitlement. 5. Travel and shipment agents’ invoices: a) Review invoices and credit notes. b) Refer invoices and credit notes discrepancies back to the agent for clarification and possible correction. 6. Other duties: a) Perform ad-hoc assignments as necessary (e.g., client outreach). b) Perform internal or external reporting assignments as necessary (e.g., advance purchase). c) 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. d) Assist with visualizations and updating information material such as web pages or brochures. e) Perform other related duties, as assigned.

Competencies

PROFESSIONALISM: 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. 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 communication. Tailors’ language, tone, style, and format to match the 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.

Education

Completion of secondary education/ high school diploma is required. Supplemental training in a field relevant to the post is desirable.

Job – Specific Qualification

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

Work Experience

A minimum of Seven (7) years of progressively responsible experience in travel administration, travel rate construction, routing, and travel reimbursement, or related area is required. The 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 Secretariat. For this position, fluency in English is required. Knowledge of another official United Nations language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this position is for an initial period of one year and any extension will be subject to availability of funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.