Travel Unit Supervisor

Job Posting Organization:
The United Nations Relief and Works Agency for Palestine Refugees in the Near East (UNRWA) was established by the United Nations General Assembly in 194

• Its primary mission is to provide assistance and protection to approximately 5.8 million registered Palestine refugees across Jordan, Lebanon, Syria, the West Bank, and the Gaza Strip. UNRWA's services include education, healthcare, relief and social services, camp infrastructure improvement, microfinance, and emergency assistance. As the largest UN operation in the Middle East, UNRWA employs over 30,000 staff members and is primarily funded through voluntary contributions from UN member states, regional bodies, business foundations, and individual donations. The agency is dedicated to helping Palestine refugees achieve their full potential in human development, despite the challenging circumstances they face. If you are seeking a meaningful opportunity to make a significant impact on one of the world's most vulnerable communities, UNRWA encourages you to apply.

Job Overview:
The Travel Unit Supervisor is responsible for overseeing the Travel Assistants and professional staff within the Travel Unit, which is part of the Administrative Services Section. This role involves coordinating and managing all travel-related processes for international staff during their onboarding and separation phases, in collaboration with the Human Resources department and other relevant departments. The supervisor will provide guidance to newly appointed staff regarding travel authorizations, ticketing, visas, and other necessary documentation prior to their arrival. Upon their arrival, the supervisor will assist with travel entitlements and administrative matters to ensure a smooth transition. Additionally, the supervisor will manage return travel arrangements at the time of separation, ensuring compliance with organizational procedures and host country regulations. The role also includes certifying and approving travel requests, overseeing emergency and VIP travel, and maintaining records to ensure accountability and transparency in service delivery. The supervisor will develop and implement standardized onboarding plans and protocols, ensuring a positive experience for new hires. Furthermore, the supervisor will provide operational and managerial support to the supervisor, including securing necessary visas and permits for staff and their dependents, and maintaining relationships with government authorities and embassies.

Duties and Responsibilities:

• Supervise the Travel Assistants and professional staff in the Travel Unit.
• Coordinate and manage travel-related processes for international staff during onboarding and separation.
• Provide guidance on travel authorizations, ticketing, visas, and duty-free privileges.
• Support staff with travel entitlements and administrative matters upon arrival.
• Oversee return travel arrangements and ensure compliance with organizational procedures.
• Certify and approve travel requests, authorizations, tickets, invoices, and travel claims.
• Manage official, emergency, medical evacuation, and VIP travel arrangements.
• Monitor travel agents’ performance and certify their bills and financial transactions.
• Maintain accurate records of travel documents and ensure compliance with UN travel document policies. 1
• Manage customs clearance processes for official shipments and personal effects. 1
• Develop and implement onboarding plans and protocols for new hires. 1
• Secure visas, permits, and other official documents for staff and dependents. 1
• Maintain working relationships with local authorities and embassies. 1
• Draft official communications and prepare travel documentation. 1
• Provide strategic support to the supervisor, including drafting procedural instructions and developing SOPs. 1
• Prepare reports and statistics on the work of the unit. 1
• Ensure adherence to sustainable travel practices and monitor carbon emissions. 1
• Promote continuous learning within the Travel Unit by providing training to staff.

Required Qualifications:

• A first university degree from an accredited institution in Business/Public Administration, International Relations, Transport/Travel Management, or a related field.
• A minimum of six years of progressively responsible relevant work experience in travel, visa, protocol, or related administrative services.
• At least two years of experience in an international or large multi-cultural organization.
• Proven experience in handling official travel documents and liaising with government authorities.
• Experience in supervising staff and managing contracts.
• Knowledge of ERP systems such as SAP is required.
• Proficiency in MS Office and Excel is desirable.

Educational Background:
Candidates must possess a first university degree from an accredited educational institution in a relevant field such as Business/Public Administration, International Relations, Transport/Travel Management, or a related discipline. This educational background is essential for understanding the complexities of travel management and administrative services within an international context.

Experience:
Candidates are required to have a minimum of six years of progressively responsible work experience in travel, visa, protocol, or related administrative services. This experience should include at least two years in an international or large multi-cultural organization. The role demands a strong background in managing travel processes, handling official travel documents, and liaising with government authorities, which is critical for ensuring compliance and effective service delivery.

Languages:
Proficiency in English and Arabic is required for this position. Candidates must demonstrate a minimum level of proficiency in reading, writing, listening, and speaking in both languages, as per the UN Language Framework. Knowledge of French is considered an asset but is not mandatory for this role.

Additional Notes:
The position is a Fixed Term Appointment for one year, with the possibility of extension based on performance and funding availability. The monthly basic salary for this position is JD 1098.90, with additional benefits including a monthly Provident Fund contribution, compulsory medical insurance, 30 days of annual leave, and dependency allowance if applicable. Additional benefits include sick leave, maternity leave, and paternity leave. This vacancy is open to internal candidates only, and applicants must reside in Amman and have authorization to work in the duty station. The agency will not facilitate work permits, and the appointment may be rescinded if a valid work permit is not obtained. The incumbent may be required to travel within the Agency’s area of operations and may need to work outside normal duty hours. Preference will be given to registered Palestine refugees and candidates who contribute to gender parity. All applications must be submitted through UNRWA's online e-recruitment system, and only complete applications will be considered.