Senior Travel Assistant

The Senior Travel Assistant is responsible for managing travel administration tasks including processing travel authorizations, coordinating bookings, liaising with travel agents, and supporting travel-related policies and procedures. The role supports the Director General and Managing Directors' travel arrangements and contributes to sustainability reporting and organizational compliance.

Responsibilities

• Process travel authorizations of staff members, experts, consultants, participants and fellows by calculating fare estimates for budgeting purposes and completion of travel authorizations including travel payments instructions, in compliance with Staff Rules, Regulations and Directives.
• Propose suitable itineraries and coordinate bookings with the UNIDO contracted travel agent for those undertaking official missions to ensure the most direct route and most economical fare.
• Navigate through the Global Distribution System (GDS) Amadeus to identify the best fare and connection in accordance with the Organization's rules and regulations and book directly through the Amadeus Electronic Travel Management.
• Check/verify invoices issued by the UNIDO contracted travel agent before submitting to finance for payment by Financial Services.
• Act as the focal point for travel arrangements of the Director General and Managing Directors, ensuring seamless coordination of complex itineraries and last-minute changes.
• Serve as the travel focal point for major events and conferences, including the General Conference, ensuring effective coordination and support.
• Serve as the liaison with HRM on travel-related statutory matters, including entitlements and policy interpretation, contributing to improved compliance and streamlined processes.
• Monitor mission travel data and track CO₂ emissions to support sustainability reporting and contribute to UNIDO’s environmental accountability goals.
• Input data into the travel system, compile monthly statistics on work performed by the travel unit, follow up on irregularities reported for early settlement, such as refund, lost tickets, and baggage, arrange hotel reservations for participants.
• Maintain and expand strategic airline partnerships through regular engagement with airline representatives, ensuring continued cost savings and enhanced travel conditions for UNIDO delegations.
• Negotiate corporate travel agreements with major airlines securing preferential rates, flexible booking conditions, and reduced cancellation fees.
• Assist in the drafting and review of travel-related policies and procedures, including entitlement frameworks and home leave calculations, in collaboration with HR and relevant departments.
• Support the drafting of travel-related administrative instruction updates and amendments and monitor compliance with established policies.
• Serve as AML focal point for reviewing and assessing travel exceptions and ad-hoc DSA requests.
• Act as the focal point for external and internal auditors on travel-related queries.
• Serve as the focal point for airline security–related travel matters, providing guidance and coordination as required.
• Support the Chief and serve as the focal point in the joint bidding process for selecting a travel agent, in coordination with other Vienna-based Organizations (VBOs).
• Support in coordinating catering services, including managing restaurant capacity limits, ensuring compliance with health and safety protocols, and acting as the focal point for catering-related logistics and bidding.
• Serve as the UNIDO representative or focal point for any VBOs joint committees as assigned by the Chief.
• Perform other related tasks as assigned.

Requirements

• Completed higher secondary education, high school diploma or equivalent is required.
• A minimum of seven (7) years of relevant experience in travel management administration is required.
• If in possession of a first-level university degree or higher, a minimum of five (5) years of relevant work experience is required.
• Experience using Global Distribution Systems (GDS) and Online Booking Tool (OBT), specifically Amadeus Cytric, within an established travel agency or airline office, along with demonstrated experience in administration and office support is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
• Experience and/or proficiency in using Microsoft Office (Outlook, Word, Excel), and the internet is required.
• Experience with SAP travel system or similar ERP software is required.
• Experience with using Service Management Tools such as Top Desk, or similar programme is desirable.
• Fluency in written and spoken English is required.
• Working knowledge of German is an asset.
• Fluency and/or working knowledge of another official UN language is desirable.

Skills

• Travel Management Administration
• Global Distribution Systems
• Online Booking Tool
• Amadeus Cytric
• Office Management
• Office Procedures
• Microsoft Outlook
• MS Word
• MS Excel
• Internet Research
• SAP Travel System
• ERP Software
• Service Management Tools
• Top Desk
• Travel Authorization
• Travel Coordination
• Travel Policy Compliance
• Sustainability Reporting

Languages

English, German