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Travel Assistant

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United Nations Jobs in NYC: Travel Assistant

  • Duty Station: New York City, United States
  • Posting Period: 04 March 2020 – 02 April 2020

This position is located in the Travel and Shipments Team of the Travel Unit in the Travel and Transportation Section, FCAS/DOA/DOS, United Nations Secretariat. The incumbent reports to the Supervisor of the Team under the overall guidance of the Chief of the Travel Unit.

Job description

Within delegated authority, the Travel Assistant will be responsible for the following duties:

  • Provides information to staff members and delegations on entitlements, policy and procedures on official travel, removal of personal effects, arrangements and passport and visa requirements in accordance with governing rules and regulations;
  • Calculates airfares and constructs itineraries for staff and dependents, delegations and non-staff (consultants, meeting participants and contractors) traveling on official business in line with the most economical and direct route;
  • Approves travel and shipment authorizations including amendments; Calculates and records lump-sum entitlements;
  • Liaises with contracted travel agency on complex itineraries and issuance of tickets;
  • Provides on-site assistance to high-level officials with regards to arrival/departure procedures, which may include after hours and weekend work.
  • Provides information to staff on reconciliation of travel claims in accordance with rules and regulations;
  • Co-ordinates arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices;
  • Records and monitors refunds from individual travelers for issued tickets;
  • Provides Umoja support on travel related issues to staff members at Headquarters;
  • Performs other related duties.

Job requirements

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.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Work Experience

  • A minimum of five years of progressively responsible work experience in administrative services including international travel and/or transportation requirements, travel reimbursements, shipping practices or related area is required.
  • Experience in airline reservation systems (SABRE/AMADEUS/APOLLO/GALILEO) is desirable.
  • Experience in applications such as Enterprise Resource Planning system or equivalent is desirable.

Languages

  • English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice

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.

Appointment against this position is for an initial period of one year.

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.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

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.

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