Travel Associate

All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.
Background

The incumbent provides support to the Manager, Travel Services Section which is a unit in the Administrative Services Division, Office of Finance and Administration, Bureau of Management. Under the supervision of the Manager, the incumbent works in close consultation with all the Business Units at Headquarter on a frequent basis and liaises with OHR and UNDP Copenhagen OHR, as needed, on functional related issues.

Duties and Responsibilities

Summary of Key Functions

Support the Manager in management of the Travel Management Services contract
Support the business process of the Travel & Expense Module in ERP (PeopleSoft Atlas)
Review and confirm travel entitlements provided by the UNDP Travel Management Services provider
Process request for the shipment of Household Goods
Administrative operations of travel

Management of the Travel Management Services contract

Assist in the timely delivery of the contract and its deliverables including among others invoice review, un-used tickets management, UN ticket discount management.
Ensure that the terms and conditions agreed are being applied in earnest by the vendor Assist in timely preparation of Service Level and Cost Sharing Agreements with agencies
Communicate and correspond with the vendor to address client/traveler concerns
Analysis the results on travel service survey conducted by ASD on travel and services provided by the contractor
Liaise with the UN and other parties to the contract to ensure that the interests of the UNDP are duly addressed
Support the Manager in the monitoring airline contracts that are concluded by the UN on behalf of all agencies

Support the business process of the Travel and Expense Module in ATLAS

Log CRM (Help Desk) cases receive and provide assistance required.
Support the inclusion of index numbers for travelers into the Travel and Expense module. Work with OIST for consistent application of the business process and relevant policies in the Travel and Expense module
Generate periodic reports on Travel and Expense reports.

Process request for the shipment of Household Goods

Upon receipt of an authorization from OHR, place an order with the contracted shipper
Calculate staff members over entitlement on shipment of personal effects and advise the staff member, so that an agreement is reached prior to shipment of the consignment
Review requests for insurance coverage of entitlement and calculate amounts for over entitlement
Review customs clearance forms for completeness of incoming shipments and forward these to the UN’s Traffic Unit.
Review the invoices for accuracy of weight, routing, mode, entitlement and charges and certify payments.
Review requests for insurance claims for damage/loss and work with the UN Traffic Unit
Draft replies to queries and respond to request for authorization pertaining to shipments.
Coordinate shipping arrangements with the UN

Review and confirm travel entitlements provided by the UNDP Travel Management Services provider or through SABRE:

Using the Global Distribution System (Sabre) selectively review options that are proposed by AMEX to ensure that these are in conformance with the Organisation’s policies.
Provide OHR and UNDP Copenhagen OHR with Home Leave and Education Grant lump sum quotes by obtaining the information from Sabre.

Administrative Operations of Travel:

Review Request for Exceptions to the air standard of accommodation and submit these for consideration and approval
Process request to delegate authority to sign UN Travel Documents by working closely with the UN
Serve as alternate focal person for Travel Services Section, after working hours, to support travel arrangements for the Administrator, Associate Administrator and other senior officials.
Back up colleague on approving TRs, providing travel advice, reviewing UN document requests,
Carry out other administrative tasks assigned by the Travel Manager.

Impact of Results:

The key results have an impact on the overall quality of client satisfaction of the travelers using the Travel and Expense Module in Atlas and simultaneously ensuring operational cost-effectiveness for the Organization

Competencies

Corporate Competencies

Demonstrates commitment to UNDP’s mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability


Knowledge Management and Learning

Share Knowledge and experience
Encourages office staff to share knowledge and contribute to UNDP practice areas
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Understands the main processes and methods of work regarding to the position
Ability to perform a broad range of specialized activities related to travel administration,
Sound knowledge of Travel related Rules and Regulations, policies and procedures
Strong IT skills and good knowledge of MS Office and relevant ATLAS Modules
Ability to provide input to business processes for the ERP (Atlas) system
Strong analytical skills and sound judgment
Excellent writing skills in English

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback.
Consistently approaches work with energy and a positive, constructive attitude.
Demonstrates openness to change and ability to manage complexity.
Ability to prioritize work and perform under tight deadlines and pressure

Required Skills and Experience

Education:

Secondary Education is required; Bachelor’s degree desirable.
Specialized certification or training in the Global Distribution System (Sabre) Travel System is an asset.

Experience:

Minimum 6 years of relevant experience in providing travel and shipment services.
Knowledge of Travel Policies and Procedures a plus. Experience with Travel & Expense Module in ERP (preferably PeopleSoft) is desirable.

Language:

Written and spoken fluency in English. Knowledge of a second UN official language is desirable



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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.