Travel Senior Assistant

1. Administrative Support

2. Travel and Logistics

3. Knowledge Building and Knowledge Sharing

Administrative Support 

• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.

• Provides administrative support to conferences, workshops, retreats.

Travel and Logistics 

• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.

• Provides information on air services, rates and travel schedules for specific itineraries.  Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.

• Provide full cycle assistance with travel-related bookings & arrangements including transportation, hotel, visa applications in accordance with the UNOPS Travel Policy in a timely manner;

• Provide travelers with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;

• Communicate closely with travelers on their travel dates, tickets, and updates on changes to their travel;

• Ensure timely preparation of Travel Authorizations (manual and using electronic TADA tool) and submission of Travel Expense Claim forms and payment requests in the UNOPS ERP system;

• Ensure travelers obtain Security Clearance from the United Nations Department of Safety and Security and support travelers with raising security clearance requests on their behalf when necessary;

• Handle travel issues, conflicts, complaints, cancellations and refunds;

• Coordinate and maintain relationships with approved UNOPS travel agents;

• Conducts research on destinations and request Travel Agent for provision of most direct and economical routes;

• Support the enforcement of cost effective and advance planning measures to avoid last-minute bookings;

• Monitor and track progress with arrangement of travels, missions and events;

• Logistical support with organization of events (meetings, workshops, conferences);  

• Ensure filing of all travel related documents in line with established procedure; and.

• Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:

• Provision of accurate and comprehensive information to staff on the supporting documents needed IMay supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.

• Promptly reports and investigates vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.

• Supervises external contractor for transportation services, including client service and processing of invoices.

Knowledge building and Knowledge sharing

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.

• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively

• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Experience:

• Minimum of five years of relevant experience in general administrative, Travel or operations’ support services in national or international public or corporate organizations.

• Some experience in UN system organizations is desirable.

• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

• Experience in use of Enterprise systems including OneUNOPS is desirable.

Languages:

• Full working knowledge of English and Arabic; Kurdish is a plus

• Knowledge of another official UNOPS language is an asset.