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Travel Assistant
vor 2 Wochen
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, etc.
- Provide information to staff and consultants on the most direct and economical route and plan routings and itineraries plus the most economical airfare rates for such travel as permitted by the rules and regulations.
- Provide information on rates and travel schedules for specific itineraries
- Contact airlines or travel agency to make reservations at least expensive fares, and request issuance of tickets.
- Initiate requests for visas.
- Review of travel claims and supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Rules.
- Advise substantive offices, travellers, and other relevant staff of arrival information, requesting arrangements to be made accordingly for traveller.
- 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 required.
Competencies
- 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.
- 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. A recognized first-level university degree (Bachelor’s degree or equivalent) may be accepted in lieu of two years of required work experience.
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 of five years (or 3 years in combination with a first-level university degree (Bachelor’s degree or equivalent)) 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 an advantage. Knowledge of another official United Nations language is an advantage.
Assessment
Special Notice
- While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
- Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
United Nations
