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 Nairobi duty station, the Travel, Shipping & Visa Unit (TSVU) within Central Support Services of the Division of Administrative Services, UNON. The incumbent reports to the supervisor of the unit and to the Chief, Travel, Shipping and Visa Unit. Within delegated authority, the Travel Assistant will be responsible for ensuring, or carrying out the following duties:
Responsibilities
1. Process Travel Authorizations:•Provides information to staff members and delegations on entitlements, policy and procedures on official travel, removal of personal effects arrangements in accordance with governing rules and regulations.
•Review travel and shipment requests in Umoja to ensure conformity with applicable rules.
•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.
•Liaises with contracted travel agency on complex itineraries and issuance of tickets.
•Approves travel and shipment authorizations including amendments.
•Calculates and records lump-sum entitlements.
•Request and record refunds in Umoja.
•Perform partial and complete cancellation of Travel Request in Umoja, if applicable
•Process expense reports that are routed to travel unit 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.
•Provides Umoja support on travel related issues to staff members. .
•Provides guidance to Travel Assistants on technical itinerary, flight and fare issues.
•Assists the Unit supervisor in the facilitation of travel for senior executives.
2. Lead Team of Travel Assistants:
•With support of Unit supervisor, coordinate approval of travel requests among a team.
•Provide guidance and plan for workload distribution among the team.
•Provide feedback and guidance from the team to the Unit supervisor and the Chief, TSVU, on complex travel issues and client orientation.
•Provides escalated client support and diffuses conflict situations.
3. Support the maintenance of travel, shipping and visas databases and generate reports:
•Using SAP Business Intelligence reports, compile and generate statistics on unit performance on a regular basis and as required.
•Audit reports from the Travel Agent to ensure proper fare calculation and discount application.
•Advise the Unit supervisor and Chief, TSVU on improvements on data collection and reporting.
•Support the development and maintenance of TSVU databases in network and cloud-based environments.
4. Other Functions:
•Provides advice and outreach to clients on best practices and trains staff on UN Travel Policy and the use of the Umoja ERP.
•Provides support for emergency travel service in conjunction with travel agent.
•Performs ad-hoc assignments as necessary.
Job Requirements
Required education
: Bachelor's degree
Required relevant work experience
: 7 years
Required languages:
English (Spoken: fluent | Written: fluent)
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