Travel Assistant

Job Posting Organization:
The position is located within the Travel Analysis and Shipments Team (TAST) of the Travel Unit (TU) in the Travel and Transportation Section (TTS) at the United Nations Secretariat. The UN Secretariat's Department of Operational Support (DOS) provides operational support to various UN entities globally, offering advisory, operational, and transactional support services. DOS supports nearly 100 entities worldwide, ensuring effective management and operation of facilities and assets at the UN Headquarters in New York. The Facilities and Commercial Activities Service (FCAS) is responsible for managing the Headquarters complex, including office and conference facilities, property management, travel and transportation services, and more. The Travel and Transportation Section specifically handles travel and transportation services at UN Headquarters, including travel document management, visa services, and local transportation.

Job Overview:
The Travel Assistant will play a crucial role in providing comprehensive support for official travel arrangements for UN staff and delegations. This includes offering information on entitlements, policies, and procedures related to travel, as well as managing the logistics of travel itineraries and shipments. The incumbent will be responsible for calculating airfares, constructing itineraries, and approving travel and shipment authorizations. The role requires close collaboration with contracted travel agencies and providing on-site assistance at local airports and railways for high-level officials. The Travel Assistant will also be involved in reconciling travel claims and coordinating the removal of personal effects for staff members worldwide. This position demands a high level of professionalism, teamwork, and client orientation, as the Travel Assistant will interact with various stakeholders to ensure smooth travel operations.

Duties and Responsibilities:
The Travel Assistant will be responsible for the following duties:

• Provide information to staff members and delegations regarding entitlements, policies, and procedures related to official travel, including passport and visa requirements.
• Calculate airfares and construct travel itineraries for staff, dependents, and non-staff members traveling on official business.
• Approve travel and shipment authorizations, including any necessary amendments.
• Calculate and record lump-sum entitlements for travel.
• Liaise with contracted travel agencies to manage complex itineraries and ticket issuance.
• Provide on-site assistance at local airports and railways for high-level officials during arrival and departure procedures.
• Assist staff with the reconciliation of travel claims in accordance with established rules and regulations.
• Coordinate arrangements for the removal of personal effects for staff members, including registering shipments and managing insurance coverage and claims.
• Monitor and record refunds from individual travelers for issued tickets. 1
• Provide support on travel-related issues using the Umoja system. 1
• Perform any ad-hoc duties as required by the supervisor.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Relevant training in airline rules and regulations and/or shipping practices is desirable. A minimum of five years of progressively responsible work experience in international travel and transportation requirements is required, including experience with travel fare construction, journey types, and travel reimbursement practices. Candidates with a first-level university degree or higher may qualify with a minimum of three years of relevant experience. Proficiency in Microsoft applications (Word, Excel, Access) is required, along with experience in web-based applications such as Enterprise Resource Planning systems and booking management tools. Experience with airline reservation systems (SABRE, AMADEUS, APOLLO, GALILEO) is desirable, as is experience working within the United Nations or comparable international organizations. A minimum of one year of experience in data analytics or a related area is also desirable.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. Candidates with relevant training in airline rules and regulations or shipping practices will be viewed favorably. A first-level university degree or higher can reduce the required work experience from five years to three years, highlighting the importance of educational qualifications in this role.

Experience:
The position requires a minimum of five years of progressively responsible work experience in international travel and transportation requirements. This includes expertise in travel fare construction, journey types, and travel reimbursement practices. For candidates with a first-level university degree or higher, the required experience is reduced to three years. Additionally, experience with Microsoft applications and web-based applications is essential, along with familiarity with airline reservation systems and data analytics.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations, but English proficiency is mandatory for this role. Candidates should refer to the UN Language Framework for detailed language proficiency requirements.

Additional Notes:
This position is temporarily available for a period of six months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. The temporary nature of this position means it does not guarantee future employment or incumbency of the post. The eligibility for this temporary job opening may be limited to candidates based at the duty station, and it may be restricted to internal candidates who have been recruited through a competitive examination. Staff members who are approaching the mandatory age of separation or retirement within the duration of the temporary need period are not eligible to apply. The United Nations does not charge a fee at any stage of the recruitment process, and candidates must provide complete and accurate information in their applications.