Travel and Protocol Assistant

Job Posting Organization:
The United Nations Office for West Africa and the Sahel (UNOWAS) is dedicated to enhancing the contributions of the UN towards achieving peace and security" style="border-bottom: 1px dotted #007bff !important;">security in West Africa and the Sahel. Established to engage in preventive diplomacy, good offices, and political mediation, UNOWAS operates in multiple countries across the West African region, focusing on conflict prevention and resolution. The organization employs a diverse workforce committed to the principles of the United Nations, with a mission to foster stability and cooperation among member states in the region.

Job Overview:
The Travel and Protocol Assistant position is situated within the Mission Support Section of UNOWAS. The incumbent will report directly to the Chief Human Resources Officer and will be responsible for a variety of travel administration and protocol services. This role requires a thorough understanding of travel policies and procedures, as well as the ability to provide exceptional client service to UN staff members. The assistant will manage travel authorizations, coordinate travel logistics, and ensure compliance with UN regulations. Additionally, the role involves providing support for protocol services, including assisting with VIP arrangements and processing entry visas for non-staff personnel. The successful candidate will be expected to demonstrate professionalism, initiative, and a strong commitment to the values of the United Nations.

Duties and Responsibilities:
The Travel and Protocol Assistant will undertake a range of responsibilities, including but not limited to: reviewing and approving mission non-commercial travel authorizations, supporting official travel transactions, and ensuring compliance with applicable rules and policies. The incumbent will coordinate with business partners regarding reimbursement of travel expenses and prepare amendments to travel requests as necessary. They will also assist staff members with Umoja ESS, troubleshoot system issues, and monitor the processing of travel requests. In terms of client services, the assistant will provide continuous support to clients regarding their travel requests and expense reports, offer training on Umoja travel solutions, and disseminate information on travel entitlements and procedures. Furthermore, the assistant will backstop the Protocol Officer, coordinating VIP lounge arrangements, processing entry visas, and supporting the issuance of diplomatic identification cards. They will also facilitate the implementation of privileges and immunities for UN staff and coordinate with local authorities on protocol aspects related to medical evacuations.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with a technical or vocational degree in travel management, logistics, or a related field being desirable. Training in protocol services is also considered an asset. The role requires a minimum of seven years of experience in administration, including at least three years in travel administration and protocol services. Familiarity with ERP systems such as Umoja and knowledge of UN Staff Rules and Regulations are highly desirable. Candidates should demonstrate strong analytical skills, the ability to diagnose and resolve issues related to travel requests and expense reports, and a commitment to maintaining high standards of professionalism and integrity.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. A technical or vocational degree in travel management, logistics, or a related area is desirable, along with training in protocol services or a related field. This educational background will provide the necessary foundation for understanding the complexities of travel administration and protocol services within the UN framework.

Experience:
The position requires a minimum of seven years of relevant experience in administration, with at least three years specifically in travel administration and protocol services. Candidates should have experience in processing travel requests and expense reports within an ERP system, such as Umoja. Additionally, experience in applying UN Staff Rules and Regulations in an operational environment is desirable, as is the ability to analyze challenges and recommend effective solutions to issues arising from travel requests and expense reports.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in both languages is required, with a minimum level of proficiency specified in the UN Language Framework. Candidates must demonstrate their ability to read, write, listen, and speak in both English and French at the required levels to effectively communicate and perform their duties within the UN environment.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Dakar, Senegal. Candidates selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to creating a diverse and inclusive work environment, encouraging applications from all qualified candidates, particularly women. The organization adheres to strict standards of efficiency, competence, and integrity in its recruitment processes, ensuring that all employment decisions are made based on qualifications and organizational needs.