Travel Assistant

Job Opening Number: 234476 Reports to: Service Line Manager Grade: G-5 About US: The Regional Service Centre in Entebbe, Uganda (RSCE) was established in July 2010, following the adoption of General Assembly resolution 64/269.

The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities.

This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.

Key Duties and Responsibilities: The focus of the position is to provide Travel related services within the Service Delivery model of the RSCE.

The post provides guidance and direction to the relevant service delivery area with regard to travel related issues and processes.

On behalf of the Service Line, the Travel Assistant supports the Centre as follows: Approves travel and shipment requests for UN-authorized travel for all categories of travellers (staff and their recognized dependents, uniformed personnel, consultants, contractors, meeting participants, etc.) Calculates air fare, excess baggage entitlements, and terminal expenses for staff and dependents traveling on missions, etc.

using a Global Distribution System (GDS) Calculates airfare for staff entitlement travel in the form of a lump sum, and costs for shipment of personal effects in accordance with the relevant UN travel policies, using a Global Distribution System (GDS). Provides information to clients on routings and itineraries as permitted by rules and regulations for planning purposes.

Advises on travel and expense report related issues.

Replies to queries from clients.

Contacts airlines or travel agency to makes reservations in accordance with the UN travel policy, and requests issuance of tickets.

Arranges tickets for official and training travel; arranges tickets and cargo space for repatriation of Human remains; arranges tickets for medical and/or security evacuations.

Advises substantive offices, travelers, and other relevant staff of arrival information, requesting arrangement to be made accordingly for traveller to the airline or contracted travel agency.

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 other duties as required.

Qualifications, Skills and Experience: The applicant for the United Nations Department of Operational Support (DOS) Travel Assistant job must hold a High school diploma or equivalent.

Required.

A technical or vocational certificate in IATA is required.

A minimum of five (5) years of progressively responsible experience in travel management, including use of a Global Distribution System (GDS), travel rate construction, routing; or related area is required.

A minimum of two (2) years of experience in the use of Enterprise Resource Planning (ERP) software e.g.

Umoja or similar is required.

One (1) year or more of experience in data analytics or related area is desirable.

Experience in application of United Nations or similar international organization Staff Rules and Regulations in an operational environment is desirable.

Experience in a shared service center is desirable.

Languages: Fluency in English is required.

Knowledge of French is desirable.

Competencies Professionalism – Knowledge of travel related processing requirements; ability to recognize and act in the face of conflicting priorities.

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.

Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

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 audience; demonstrates openness in sharing information and keeping people informed.