Full/Part time: Full-Time
Fixed term/Temporary: 6 months
The Position:
This position is located in the Facilities and Administrative Services Branch (FASB) within the Division for Management Services (DMS). FASB provides and oversees a broad range of support services relating to facilities and asset management, travel, mail & pouch and administrative/general services for both Headquarters and Field Offices. The term Field Offices includes all offices located outside of Headquarters including Regional/Sub-Regional Offices, Liaison Offices and Country Offices. The incumbent works for the Travel Unit within the Administrative and Common Services section.
The incumbent maintains professional contacts with staff at all levels at UNFPA Headquarters in the provision of travel services. Provides expert support, analyses, clarifications, information and guidance to UNFPA staff at HQ and in the field. Establishes, liaises and maintains professional contacts with staff in other UN Agencies, the UN Secretariat, and the TMS provider in order to promote consistency in travel procedures.
How You Can Make a Difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, innovative, self-driven and responsible with a high sense of client orientation and increased communication skills in order to ensure highest quality services for UNFPA staff.
Job Purpose:
The Travel Associate is a Subject Matter Expert on Travel policies and processes for UNFPA. S/he plays a leadership role in the provision and oversight of travel support services for Headquarters staff.
Primary functions include:
• Manage Travel Policy and processes
• Approve and process travel requests, travel claims and expense reports
• Coordinate processing of UN Documents and visa requests
• Prepare monthly statistical reports for release to the Executive Committee
• Maintain the Travel Community Webpage
• Provide travel help desk services
You Would Be Responsible for:
a) Manage travel policies and procedures, approve travel requests and expense reports and make recommendations on changes
• Ensure that all travel is undertaken in strict compliance with policies.
• Manage the processing of Travel Requests (TR), Travel Claims (F10) and Expense Reports (ER), ensuring that they are properly formulated in accordance with UNFPA Travel Policies and Procedures and the applicable UN Regulations and Rules.
• Direct the work of Travel Focal Points within Divisions and Branches for accuracy and correct the application of the relevant rules and regulations as necessary. Coordinate action with the appropriate office in order to obtain additional information or resolve issues as necessary.
• Interpret and apply all relevant policies to the calculation and disbursement of travel entitlements.
• Coordinate processing of UN Documents and visa requests
b) Prepare periodic statistical reports and training workshops for staff
• Draft periodic travel memos for general release through the Chief of Administrative and Common Services giving advice to travelers and travel arrangers on best practices and corrective actions to adverse trends.
• Prepare and deliver relevant material at 'in house' travel workshops.
• Update the Travel Community Webpage with accurate travel information and data that informs the Organisation of trends in travel and facilitates access to useful sites and tools that more readily facilitate the preparation of TRs and ERs.
c) Perform other travel-related support functions
• Facilitate Audit of travel related activities.
• Provide Travel Help Desk services, support and training to users on use of the Travel & Expense module, online booking system, and other tools.
• Liaise with HR, Finance, IT and other relevant parties as needed to resolve travel related issues.
• Draft reports and generate statistics, as required.
• Perform any other activity as required in order to assure the success of the work team in support of the UNFPA mandate and strategy
Knowledge and Experience:
• Minimum 5 to 7 years of experience, preferably with experience in travel management and/or administration services, ideally including client facing roles. Experience in roles involving handling competing priorities and time sensitive deadlines is desirable.
• Expert knowledge in the usage of computers and office software packages (Photoshop, MS Word, Excel, PPT, Google, etc.). Experience in handling of web based management systems a plus.
• Knowledge of data analytics an asset.
Education:
• Secondary Education with supplemental training in travel services and/or administrative services; college education preferred.
Languages:
• Excellent command of fluent English required; knowledge of other official UN languages, preferably French and/or Spanish, desirable. The incumbent must demonstrate the ability to effectively communicate at all levels in both oral and written presentations, since the role is client facing.
Competencies
Values:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change
Functional Competencies:
• Generating, managing and promoting the use of knowledge and information;
• Planning, organizing and multitasking;
• External and internal relations and advocacy for strategic planning and resource mobilization;
• Advocacy/advancing a policy oriented agenda;
• Providing conceptual innovation to support programme effectiveness.
Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact
Compensation and Benefits
This position offers an attractive remuneration, paid in a monthly lump sum basis.
Disclaimer
UNFPA does not charge any application, processing, training, interviewing, testing or other fees in connection with the application on recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm.
Applications:
Please send applications to Ms. Elsa Kandelman (kandelman@unfpa.org) no later than 23 April 2021.