Travel Assistant
vor 7 Monaten
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 Travel Assistant (Supervisor), and under the general guidance of the Chief, GSS and Director, DM.
**Responsibilities**:
Within assigned authority, the incumbent is responsible for the following specific duties:
- Calculate airfare, excess baggage entitlements, terminal expenses, daily subsistence allowance for staff and dependents traveling on missions as well as any other travel-related entitlements for travel of personnel etc.
- Provide information on rates and travel schedules for specific itineraries, review travel claims and supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Regulations and Rules.
- Provide information and initiate requests for official visas and issuance of United Nations Laissez-Passer (UNLP) or other UN documentation.
- Issue Note Verbales to assist with Visas for Staff, other personnel, consultants and meeting Participants.
- Prepare customs clearance documentation for all official shipments, both incoming and outgoing. Advise staff members of their entitlements in this respect. Contact the local customs offices and the Austrian Ministry of Foreign Affairs. Keep abreast of local customs regulations.
- Analyse travel data and compliance on a regular basis, identify systemic issues and inform the team lead and Chief of GSS.
- Provide trainings to clients on all travel and travel-system related issues.
- Interact on a regular basis with local and global travel agencies, as well as, with airline representatives.
- Responsible for the daily administration of the Vienna International Centre (VIC) parking garage. Register new users and changes of vehicles. Issue garage permits in accordance with entitlement regulations, send payment advice to Financial Resources Management Service.
- 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 assigned.
Competencies
- PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
- 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
High school diploma or equivalent is required.
Job - Specific Qualification
Work Experience
Experience in travel rate construction, routing, and travel reimbursement is required.
Experience using the Global Distribution System (GDS) is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of German is desired. 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.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WIT
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