Travel Assistant

vor 2 Monaten

Wien, Österreich United Nations Vollzeit

The position is located in the General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The Travel Assistant works under the direct supervision of the Chief, GSS, and under the general guidance of the Director, DM.

**Responsibilities**:
Within delegated authority, the incumbent is responsible for the following duties:

- Arrange the requests and processing of official visas for staff members of UN organisations as well as engaged experts, consultants and special service agreement subscribers through Embassies, Consulates, and Permanent Missions.
- Manage the local transportation requests to ensure that adequate transportation is provided for the Director-General, high ranking official visitors and very senior staff members. Review statistics of official vehicles with regard to maintenance, repairs, petrol costs and other operational costs.
- Prepare documentation with regard to competitive bidding for travel and/or visa courier services and liaises with the Procurement Unit in respect of such contractor services.
- Coordinate and provide to UNOV and UNODC field offices support related to mapping, reports, training including developing standard operating procedures.
- Approve travel requests for UN Vienna and UNODC field office when needed due to large meetings and leave of colleagues.
- Review and monitor extension of staff contracts in the Travel and Transportation Team.
- Organize periodic workshops to all UNOV and UNODC staff members to cover troubleshooting and update on new procedures/regulations in place.
- Provide auditors with all requested reports, documents and information requested. Participate in the implementation of auditors’ recommendations.
- Provide afterhours assistance and authorization for last minute requests for staff members and travel agencies.
- Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assist with visualizations and updating information material such as web pages or brochures.
- Perform other work-related duties, as required.

Competencies
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify; 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.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education
High school diploma or equivalent is required.

Job - Specific Qualification

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience
A minimum seven years of experience in travel administration, including travel rate construction, routing, and travel reimbursement, or related area is required.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of German is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

Special Notice

United Nations Considerations

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instruc

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