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 nearly 100 entities globally, ensuring effective and efficient management of travel and transportation services. The Facilities and Commercial Activities Service (FCAS) operates the UN Headquarters complex, focusing on planning, management, maintenance, and operation of physical facilities and assets. The Travel and Transportation Section is responsible for various travel-related services, including travel documentation, visa assistance, 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 guidance 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, approving travel authorizations, and liaising with travel agencies to ensure smooth travel experiences for high-level officials. The role requires a strong understanding of international travel regulations and the ability to handle complex travel arrangements efficiently. The Travel Assistant will also provide on-site assistance at airports and railways, ensuring that all travel-related processes are executed in accordance with UN policies and regulations.

Duties and Responsibilities:
The Travel Assistant will be responsible for a variety of tasks, including:

• Providing information to staff and delegations regarding travel entitlements, policies, and procedures.
• Calculating airfares and constructing travel itineraries for staff and dependents.
• Approving travel and shipment authorizations, including any necessary amendments.
• Calculating and recording lump-sum entitlements for travel.
• Liaising with contracted travel agencies to manage complex itineraries and ticket issuance.
• Offering on-site assistance at local airports and railways for high-level officials.
• Assisting staff with the reconciliation of travel claims.
• Coordinating arrangements for the removal of personal effects for staff members globally.
• Monitoring refunds from travelers for issued tickets. 1
• Providing support on travel-related issues through the Umoja system. 1
• Performing 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 or shipping practices is desirable. A minimum of five years of progressively responsible experience in international travel and transportation is required, with a reduction to three years for candidates holding a first-level degree or higher. Proficiency in Microsoft applications and experience with web-based applications and airline reservation systems is essential. Experience in data analytics or related areas is also desirable.

Educational Background:
A high school diploma or equivalent is required for this position. Additional relevant training in airline regulations or shipping practices is considered an asset, enhancing the candidate's qualifications for the role.

Experience:
Candidates should have a minimum of five years of progressively responsible work experience in international travel and transportation, which includes fare construction, journey types, and travel reimbursement practices. This requirement is reduced to three years for those with a first-level degree or higher. Experience with Microsoft Office applications and familiarity with airline reservation systems is also necessary, along with a minimum of one year in data analytics or a related field being desirable.

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, and proficiency in French is considered beneficial but not mandatory.

Additional Notes:
The position is subject to local recruitment, meaning applicants must be authorized to work in the United States. The appointment is for an initial period of one year, with the possibility of extension. Candidates selected from outside the duty station will be responsible for their relocation expenses. The United Nations emphasizes diversity and inclusion in its hiring practices and does not charge any fees during the recruitment process.