Travel Assistant

The Travel Assistant provides information and support on official travel entitlements, policies, and procedures. Responsibilities include reviewing travel requests, calculating airfares, liaising with travel agencies, approving travel authorizations, processing expense reports, and coordinating removal of personal effects for staff worldwide.

Responsibilities

• Provide information to staff members and delegations on entitlements, policy and procedures on official travel, removal of personal effects arrangements in accordance with governing rules and regulations.
• Review travel and shipment requests in Umoja to ensure conformity with applicable rules.
• Calculate airfares and construct itineraries for staff and dependents, delegations and non-staff traveling on official business in line with the most economical and direct route.
• Liaise with contracted travel agency on complex itineraries and issuance of tickets.
• Approve travel and shipment authorizations including amendments.
• Calculate and record lump-sum entitlements.
• Request and record refunds in Umoja.
• Perform partial and complete cancellation of Travel Requests in Umoja, if applicable.
• Process expense reports that are routed to travel unit in accordance with rules and regulations.
• Coordinate arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices.
• Provide Umoja support on travel related issues to staff members.
• Perform ad-hoc duties as required.

Requirements

• Completion of high school diploma or equivalent is required.
• Supplemental training in a field relevant to the post is desirable.
• Specialized Travel Agent training (such as IATA certification or equivalent) is required.
• A minimum of five (5) years of progressively responsible experience in travel administration, travel fare construction, routing, and travel reimbursement, or related area is required.
• The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree.
• Working experience in Enterprise Resource Planning (ERP) systems is required.
• Three (3) years of working experience in the UN system or similar international organization is desirable.
• Experience arranging travel for large group of meeting participants is desirable.
• 1 year or more of experience in data analytics or related area is desirable.
• English language proficiency at UN Level II for reading, writing, listening, and speaking is required.

Skills

• Travel Administration
• Travel Fare Construction
• Travel Routing
• Travel Reimbursement
• IATA Certification
• Enterprise Resource Planning
• Travel Authorization
• Expense Report Processing
• Group Travel Coordination
• Data Analytics

Languages

English