Closing date: Thursday, 26 February 2015
Posting Title: SENIOR TRAVEL ASSISTANT, G7
Job Code Title: SENIOR TRAVEL ASSISTANT
Department/ Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Posting Period: 27 January 2015-26 February 2015
Job Opening number: 15-ADM-UNON-39031-R-NAIROBI (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This position is funded for an initial period of one year and may be subject to extension.
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. 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. 2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira ‘Need Help?’ link.
Organizational Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Support Services Service, Division of Administrative Services, UNON. The incumbent will report directly to the Chief, Travel, Shipping and Visa Unit and, within delegated authority, assist in the following duties: Responsibilities
- Ensure all travel requests authorized in Integrated Management Information System and Umoja Enterprise Resource Planning (ERP) are compliant with UN travel rules: Approval of Travel Requests as designated by delegation of authority. Act as focal point for creation and dissemination of United Nations Development Progamme fax authorizations. Review, maintain records and ensure prompt reporting on travel related statistics; Supervise and review travel authorizations by travel assistants; Act as knowledge base for Secretariat rules governing travel; Confirm invoices raised for travel and shipping are as per travel authorization.
- Umoja Travel Module Local Process Expert, Business Intelligence focal point and trainer: Act as Local Process Expert for travel in the Umoja travel module; Support the chief, as Process Expert, as necessary; Assist the main Umoja travel module trainer and assist the business intelligence focal point of the module on behalf of UNON.
- Focal point for reporting on travel, shipping and visa at UNON and to United Nations Headquater: Coordinator for monthly, quarterly and annual report; Approval of shipping component for Travel as designated by delegation of authority.
- Assist the unit chief in managing all contracts and MOUs related to Travel, Shipping and Visa Unit (TSVU): Support unit chief in the management of airline, freight and travel agent contracts; Provide support to the unit chief on Common Services Management Team and the Monitoring and Evaluation Committee on Travel Services; Assist the Chief, TSVU in obtaining subscriptions for travel services from common service agencies; For any new agencies subscribed, notify the appropriate travel agencies and airlines of the addition; Responsible for all invoices relating to TSVU. Any other relevant tasks assigned by the supervisor.
Competencies
Professionalism
- Knowledge of travel related processing requirements; plans, manages and resolves 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.
Planning & Organizing
- Develops clear goals that are consistent with agreed strategies;
- Identifies priority activities and assignments;
- adjusts priorities as required;
- Allocates appropriate amount of time and resources for completing work;
- Foresees risks and allows for contingencies when planning;
- Monitors and adjusts plans and actions as necessary;
- Uses time efficiently.
Accountability
- Takes ownership of all responsibilities and honours commitments;
- Delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
- Operates in compliance with organizational regulations and rules;
- Supports subordinates, provides oversight and takes responsibility for delegated assignments;
- Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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 or equivalent is required.
- Supplementary training in IATA certification is required .
Work Experience
- At least 10 years of experience is required.
- Of these at least 5 years as should be in the field of travel management.
- Experience in a supervisory role is an added advantage so is experience with vendor contract management.
Languages
- English and French are the working languages of the United Nations Secretariat.
- For this position fluency in oral and written English is required.
- Working knowledge of another UN language is desirable.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on ‘The Application Process’ and the Instructional Manual for the Applicants, which can be accessed by clicking on ‘Manuals’ on the upper right side of the browser on Inspira.
The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The post UNON Job Vacancy in Kenya : Senior Travel Assistant appeared first on Jobs in Kenya.
