. Senior Travel Administration Assistant at United Nations High Commissioner for Refugees (UNHCR) November, 2023 | MyJobMag
 
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  • Posted: Nov 17, 2023
    Deadline: Nov 30, 2023
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    UNHCR was created in 1950, during the aftermath of the Second World War, to help millions of Europeans who had fled or lost their homes. We had three years to complete our work and then disband. Today, over 65 years later, our organization is still hard at work, protecting and assisting refugees around the world.
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    Senior Travel Administration Assistant

    Duties

    •  Arrange and confirm travel bookings for applicable staff members, Affiliate Workforce and external meeting participants in line with the rules and regulations in place,
    •  Creates and processes Travel Authorization (TA), Travel Advances and Travel Claims in accordance with the relevant administrative rules and regulations; respond to any queries and/or comments from the certifying or approving officer
    •  Advise and assist staff on their travel entitlements, needed documentation and matters pertaining to travel as per operating administrative instructions and procedures.
    •  Liaise with Finance on payments due from Partners, UN Agencies, staff and other Organisations.
    •  Advise and assist staff on their travel entitlements, needful documentation and matters pertaining to travel as per operating administrative instructions and procedures.
    •  Prepare, summarise, and submit invoices for payment of travel related services procured.
    •  Assist in medical evacuations as required.
    •  Provide/share required information or data which may be useful for the safety/security of concerned travellers.
    •  Submit requests and subsequently ensure the issuance of appropriate travel identification documents, in accordance with UN rules and regulations. Initiate requests for visas
    •  Maintain the filing systems for UN travel identification documents.
    •  May process emergency visa requests required for official travel and ensure their timely issuance.
    •  Provide statistics of UN travel documents and visas.
    •  Perform other related duties as required.

    Minimum Qualifications
    Education & Professional Work Experience
    Years of Experience / Degree Level

    • For G5  2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

    Certificates and/or Licenses 

    • Logistics,   Air Operation,   Business Administration
    • (Certificates and Licenses marked with an asterisk* are essential) 

    Relevant Job Experience
    Essential

    • Familiarity with OraclePeopleSoft or other ERP system.
    • Good knowledge of UN, UNHCR, other international organization or private sector Travel Policies and Procedures.
    • Excellent oral and written communication skills.
    • Very good knowledge of Excel. 

    Desirable

    • Knowledge in UNHCR Logistics rules, procedures and processes.
    • Knowledge in air and travel agencies booking systems i.e. Galileo, Amadeus etc is an asset.
    • Knowledge in how to calculate air tariffs, ticket refunds and cost comparison between routes and airlines is an asset.

    Functional Skills 

    • COCrosscultural communication
    • TVAmadeus  Global Distribution System
    • TVGalileo  Global Distribution System
    • UNUN/UNHCR Administrative Rules, Regulations and Procedures
    • (Functional Skills marked with an asterisk* are essential) 

    Language Requirements 

    • For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
    • For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
    • For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
       

    Method of Application

    Interested and qualified? Go to United Nations High Commissioner for Refugees (UNHCR) on unhcr.wd3.myworkdayjobs.com to apply

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