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Job Opening
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Posting Title: |
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TRAVEL OFFICER, FS6
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Job Code Title: |
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TRAVEL OFFICER
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Department/ Office: |
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United Nations Interim Mission in Kosovo
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Duty Station: |
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PRISTINA_ISC
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Posting Period: |
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12 September 2014-26 September 2014
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Job Opening number: |
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14-ADM-UNMIK-37157-F-PRISTINA (M)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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This position is located within the United Nations Interim Administration Mission in Kosovo
(UNMIK). The Travel Officer will report directly to the Chief Human Resources Officer.
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Responsibilities
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The Travel Officer will be responsible for the performance of the following duties:
• Supervise the day to day functions of the Travel and Shipping Unit and coordinate all travel related matters within the Mission and supervise a team of junior Travel Assistants;
• Oversee the administration of all official Mission travel, official shipments and incoming and outgoing shipments of personal effects, including the processing of requests for border clearance and the coordination of insurance coverage for all official and personal effects shipments;
• Oversee and review the work of junior Travel Assistants for accuracy and correct application of the relevant rules and regulations;
• Calculation of airfare, excess baggage entitlements, terminal expenses, daily subsistence allowance for staff and dependents traveling on missions, etc.;
• Provide information to staff on the most direct and economical routes and plan routings and itineraries accordingly;
• Review travel claims and supporting documentation for completeness, accuracy, validity, and conformity with United Nations rules prior to forwarding them to the Finance Section;
• Coordinate with the Finance Section, regarding reimbursement of travel, which took place after the financial period was completed; Associates claims with travel authorizations or other obligation documents;
• Prepare amendments to existing obligation documents as and when required, ensuring validity of budget allotment and object expenditure codes assigned; Review the information management system and ensure that no claim is duplicated and that arrangements are made to collect charges for any deviation from the authorized itinerary and shipment allowance in excess of entitlements;
• Establishing reimbursable amount for each travel and processing of invoices for payment by Finance Section;
• Oversee and maintain accurate financial information in consultation with the Finance Section; Produce reports, analyze and prepare evaluation of current claims procedures and policies;
• Coordinate with the appropriate office for clarification or additional information and meet with officials from substantive offices or from troop contributing countries in order to discuss the details of particular claims and to explain the nature of problems, delays and backlogs;
• Coordinates with the various Consulates and the host government Ministries of Foreign Affairs regarding the provision of transit visas and resident visas respectively;
• Verify that services provided by the airline authorities and shipping agents are rendered satisfactory and in accordance with the contract before processing invoices for payment;
• Ensures that the established Invitation to Bid (ITB) system is complied with and that the airline tickets are purchased at the most competitive market prices; Coordinate all official travel initiated via United Nations or other aircraft;
• Advise substantive offices, and other relevant staff of arrival information;
• Perform other duties as assigned by the supervisor
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Competencies
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Professionalism - Thorough knowledge of travel related processing requirements; in-depth experience; ability to apply sound judgment in the context of assignments given; ability to plan, manage and resolve conflicting priorities; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of peace operations.
Technological Awareness – Keeps abreast of available technology; Understands applicability and limitations of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.
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.
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Education
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High school diploma or equivalent. Technical training in of business administration or travel related matters is highly desirable.
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Work Experience
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At least 10 years of progressively responsible experience in UN operations and specific experience in dealing with travel related matters at national or international level. Experience working with IATA rules and regulations as well as Amadeus and SABRE. The minimum years of relevant experience is reduced to 5 years for candidates who possess a first level University Degree.
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Languages
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English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required.
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Assessment
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Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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Special Notice
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This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
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United Nations Considerations
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Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira.
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
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No Fee
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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 WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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