Travel Senior Associate

Travel Management

Administration and Compliance:

• Administer ticketing procurement, financial, and routine administrative tasks in line with UNOPS PQMS Travel Policy and SOPs.

• Ensure compliance with applicable travel policies and practices.

• Manage work area to ensure efficient and effective service delivery, adhering to UNOPS rules and regulations.

Travel Processing and Coordination:

• Process travel and expenses according to established procedures.

• Coordinate with HR for Travel Authorization and bookings; for Joining and repatriation staff.

• Implement UN/UNOPS travel policy and personnel entitlements.

• Validate and conduct research on flight options/routes.

• Check and verify document requirements for travel.

• Liaise with staff on travel status, entitlements, and issues.

• Facilitate consultant travel and logistical arrangements.

• Handle travel issues, conflicts, complaints, and refunds.

• Calculate daily subsistence allowances and Terminal Expenses.

• Liaise with finance team on budget estimates for tickets and DSA.

Travel Transactions and Documentation:

• Process travel transactions including authorizations and claims.

• Provide information on air services, rates, and schedules.

• Ensure accurate documentation and filing of travel-related documents.

Customer Support and Communication:

• Provide customers with travel inquiry details such as visa requirements and inoculations.

• Communicate closely with travelers regarding their travel details and updates.

Travel Assistance and Support:

• Provide full-cycle assistance with travel-related bookings and arrangements.

• 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;

• Assist travelers in obtaining Security Clearance.

• Coordinate and maintain relationships with approved travel agents.

• Support cost-effective and advance planning measures for travel.

• Monitor and track progress with travel arrangements and missions.

• Provide logistical support for events.

Events organization and Management

• Ensures effective and efficient provision of support in organizing the trainings and workshops

• Monitor and analyze contract performance against agreed benchmarks and through agreed reporting mechanisms. 

• Plan, coordinate, and execute all aspects of assigned events, including but not limited to venue selection, catering, audiovisual setup, and transportation.

• Prepare and manage event budgets, tracking expenses and ensuring cost-effectiveness.

• Coordinate with vendors, suppliers, and contractors to ensure timely delivery of services and products.

• Oversee event logistics, including setup, registration, and on-site management.

• Liaise with internal and external stakeholders to gather requirements, provide updates, and address concerns.

• Ensure compliance with relevant policies, regulations, and contractual obligations.

Organization of Procurement Services

• Coordinate with the procurement unit for the issuance of Purchase Orders and contracts.

• Frequently convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes.

• Assist in the preparation of procurement documents such as requisitions, purchase orders, and bid documents.

• Support procurement officers in sourcing suppliers, obtaining quotes, and managing procurement timelines.

• Assist in maintaining supplier databases, contact lists, and vendor performance records.

• Coordinate with vendors regarding documentation submissions, invoices, and delivery schedules.

Knowledge-building and Knowledge Sharing  Management.

• Provides sound contributions to knowledge networks and communities of practice.

• Synthesizes and disseminates best practices to internal collaborators and networks.

• Participates, organizes, and delivers training for the operations/ projects staff in administration/logistics.