Travel Administration Officer

Job Posting Organization:
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda and promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system. UNEP serves as an authoritative advocate for the global environment and was established to address pressing environmental issues. The organization operates in multiple countries, focusing on various environmental challenges and initiatives, including the recent resolution to combat plastic pollution. UNEP is committed to fostering international cooperation and sustainable practices to protect the environment for future generations.

Job Overview:
The Travel Administration Officer position is crucial for the effective organization and administration of official travel for staff, consultants, and meeting participants within the United Nations Environment Programme. The incumbent will work under the supervision of the Executive Secretary of the Intergovernmental Negotiating Committee (INC) Secretariat and will coordinate closely with the Administrative Officer and Senior Administrative Assistant. The role involves ensuring compliance with United Nations travel regulations, preparing cost estimates for official meetings, and managing travel authorizations and claims. The officer will also provide guidance on travel procedures and entitlements, ensuring that all travel arrangements are timely, cost-effective, and well-coordinated. This position requires a high level of professionalism, communication skills, and the ability to handle conflicting priorities while maintaining a focus on organizational goals.

Duties and Responsibilities:
The Travel Administration Officer will be responsible for a variety of duties including: organizing and administering official travel for staff and consultants; preparing cost estimates for meetings and missions; initiating and reviewing travel authorizations and claims; ensuring compliance with UN travel regulations; providing guidance on travel procedures; managing visa applications; maintaining accurate records of travel authorizations and claims; liaising with travel agencies and administrative counterparts; assisting in the collection and analysis of travel-related data; and preparing reports and presentations. The officer will also perform other related duties as required, demonstrating a commitment to professionalism and teamwork.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with supplementary training in management, conference management, travel management, or a related field. A minimum of five years of progressively responsible work experience in travel administration is required, with a reduction to three years for candidates holding a first-level university degree or higher. Experience with ERP systems such as SAP or People Soft/Oracle is essential, along with a strong understanding of travel guidelines in international organizations. Experience in organizing large conferences and events is desirable, as is experience in data analytics.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent. Additional training in relevant fields such as management, conference management, or travel management is necessary to ensure candidates are well-prepared for the responsibilities of the role.

Experience:
The position requires a minimum of five years of relevant experience in travel administration, including knowledge of travel rate construction, routing, and reimbursement processes. Candidates with a first-level university degree or higher may qualify with three years of experience. Familiarity with UN travel guidelines and experience in international organizations, particularly within the UN Common System, is highly desirable. Experience in data analytics and organizing large events will be considered an asset.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, but there are no additional desirable languages specified for this role.

Additional Notes:
This position is for an initial period of one year, with the possibility of extension based on the continued existence of the mandate and availability of funding. The appointment is subject to local recruitment, meaning that applicants must be authorized to work in Kenya. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. All applicants must ensure their profiles are complete and up to date, as this information is critical for the assessment of eligibility and suitability.