Travel Assistant

Job Posting Organization:
The Office of the High Commissioner for Human Rights (OHCHR) is a part of the United Nations system, established to promote and protect human rights globally. The OHCHR works to ensure that the rights of individuals are respected and upheld, providing support to various member states in implementing human rights standards. The organization operates in numerous countries, engaging with governments, civil society, and other stakeholders to foster a culture of human rights. The OHCHR is committed to promoting equality, justice, and dignity for all individuals, regardless of their background or circumstances. The organization employs a diverse workforce and is dedicated to creating an inclusive environment that values the contributions of all staff members.

Job Overview:
The Travel Assistant position is situated within the Travel Unit of the General Administrative Services Section at the OHCHR in Geneva, Switzerland. The primary responsibility of the Travel Assistant is to coordinate and manage travel arrangements for both civilian and military personnel, including civilian police, who are traveling for mission-related duties. This role involves calculating travel entitlements, providing travel information, making reservations, and ensuring compliance with established travel regulations. The Travel Assistant will also be responsible for advising staff on the most economical travel options and maintaining accurate records of travel authorizations and expenses. The position requires a high level of professionalism, attention to detail, and the ability to manage multiple priorities effectively. The incumbent will work closely with various stakeholders, including airlines, travel agencies, and internal departments, to facilitate smooth travel experiences for UN personnel.

Duties and Responsibilities:
The Travel Assistant will undertake a variety of duties, including but not limited to: coordinating travel for civilian and military personnel, calculating and initiating travel entitlements, providing information on air services and fares, making reservations with airlines, negotiating fares and discounts, issuing tickets, handling changes or cancellations, and ensuring compliance with travel regulations. The incumbent will also review travel claims for accuracy, maintain records of travel authorizations, advise on efficient routing for complicated itineraries, and calculate daily subsistence allowances. Additionally, the Travel Assistant will liaise with consulates and government ministries regarding visa arrangements and ensure that all travel documentation is complete and accurate. The role requires a proactive approach to problem-solving and the ability to communicate effectively with various stakeholders.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in travel administration, including travel rate construction and reimbursement processes, is required. At least five years of this experience should be within the United Nations common system or a similar international organization. Familiarity with Enterprise Resource Planning (ERP) systems, such as Umoja, is desirable, as is experience working as a Travel Agent in the airline industry. Strong organizational skills and the ability to manage multiple tasks efficiently are essential for this role.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. While no specific job-related qualifications are mentioned, candidates with additional certifications or training in travel management or administration may be viewed favorably.

Experience:
The position requires a minimum of seven years of relevant experience in travel administration. This experience should encompass various aspects of travel management, including rate construction, routing, and reimbursement processes. Candidates with experience in the United Nations system or similar international organizations will have an advantage. Additionally, experience with ERP systems and as a Travel Agent is considered desirable, indicating a preference for candidates who have a comprehensive understanding of travel logistics and administration.

Languages:
Proficiency in both English and French is required for this position, as these are the working languages of the United Nations Secretariat. Candidates must demonstrate a minimum level of proficiency in reading, writing, listening, and speaking in both languages, as outlined by the UN Language Framework. This bilingual requirement is essential for effective communication within the organization and with external stakeholders.

Additional Notes:
The position is subject to local recruitment, meaning that applicants must be authorized to work in Switzerland. Candidates selected from outside the duty station will be responsible for their relocation expenses. The appointment may be extended based on the availability of funds and the extension of the mandate. Staff members recruited locally are not eligible for allowances or benefits that are exclusive to international recruitment. The United Nations emphasizes the importance of diversity and encourages applications from individuals of all backgrounds, including women and underrepresented groups. The organization is committed to creating a respectful and inclusive work environment.