TRAVEL ASSISTANT (Multiple JO)

### Org. Setting and Reporting The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). These positions are located in the Travel, Shipping & Visa Unit (TSVU), Central Support Services, Division of Administrative Services, UNON. The incumbent reports to the supervisor of the TSVU unit. Within delegated authority, the Travel Assistant will be responsible for the following duties: ### Responsibilities Provides 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. Calculates airfares and constructs itineraries for staff and dependents, delegations and non-staff (consultants, meeting participants and contractors) traveling on official business in line with the most economical and direct route. Liaises with contracted travel agency on complex itineraries and issuance of tickets. Approves travel and shipment authorizations including amendments. Calculates and records 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. Co-ordinates arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices. Provides Umoja support on travel related issues to staff members. Performs ad-hoc duties as required. ### Competencies PROFESSIONALISM: Knowledge of travel related processing requirements. Ability to recognize and act in the face of conflicting priorities. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments. Observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors' language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed. CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. ### Education Completion of high school diploma or equivalent is required. Supplemental training in a field relevant to the post is desirable. ### Job - Specific Qualification Specialized Travel Agent training (such as IATA certification or equivalent) is required. ### Work Experience 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. ### Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). .headtable { font-family: arial, sans-serif; border-collapse: collapse; width: 100%; border: 1px solid gray; border-radius: 10px; overflow: hidden; } .headTitle { font-family: Arial, Helvetica, sans-serif; font-size: 16px; font-weight: bold; /*color: rgb(65, 98, 145);*/ color:black; } .headtable tr td, .headtable tr th { text-align: center; vertical-align: middle; padding: 6px; } .headtable th{ background-color: #F4F4F4; color: #002d62; font-weight: bold; text-align: center; vertical-align: middle; padding: 12px; border-right: 1px solid #ccc; } .headtable td { text-align: center; vertical-align: middle; background-color: white; border-top: 1px solid #ccc; border-right: 1px solid #ccc; } .headtable th:last-child, .headtable td:last-child { border-right: none; } .headtable tr:last-child td { border-bottom: none; } .rounded-table-wrapper { border-radius: 12px; border: 1px solid #ccc; overflow: hidden; } Required Languages Language Reading Writing Listening Speaking English UN Level II UN Level II UN Level II UN Level II ### Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. ### Special Notice Appointment against these positions is for an initial period of one year and may be subject to extension. The appointment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securi