The Position:
The Travel Associate position is part of the Facilities Administrative Services Branch (FASB), which is one of two branches located within the Division for Management Services (DMS), outposted to Nairobi Service Center in the Kenya Headquarters Office. FASB provides and oversees a broad range of support services relating to facilities/premises management, travel, mail and pouch, and administrative/general services for both Headquarters and Field Offices i.e. approximately 150 offices. The term Field Offices includes all offices located outside of Headquarters including Regional/Sub-Regional Offices, Liaison Offices and Country Offices. The incumbent reports to the Head of the Travel Unit within the Facilities and Administrative Services Branch.
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 (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
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, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
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 the Programme Division (PD), the Independent Evaluation Office (IEO), and other HQ staff.
Primary functions include:
Ensure that all travel is undertaken in compliance with UNFPA Duty Travel Policy Interact with with the Travel Management Company (TMC) for troubleshooting as needed Establish Official Fares as needed Process travel requests and travel claims Coordinate processing of UN Documents and visa requests Train UNFPA staff on use of the Travel & Expense Module and provide continued support Provide travel help desk services and troubleshoot UNall Travel Module issues Assist in other areas of Administrative and Common Services as required
You would be responsible for:
Ensure compliance with the travel policies and procedures, process Travel Requests and Travel Claims Ensure that all travel is undertaken in strict compliance with policies. Manage the processing of Travel Requests (TR) and Travel Claims (TC), ensuring that they are properly formulated in accordance with UNFPA Travel Policies and Procedures and the applicable UN Regulations and Rules. Track and monitor pending transactions. Support the work of Travel Arrangers 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. Independently interpret and apply all relevant policies to the calculation and disbursement of travel entitlements. Providing advice and support on exceptions and complex situations Coordinate processing of UN Documents and visa requests Periodically review UNFPA Travel Policy for the purpose of: identifying solutions to issues inadequately addressed in the policy; incorporation of new developments in policy application; harmonization with other UN entities, etc.
2. Liaise with UN Agencies and external service providers
As required, attend interagency meetings, both internal (on harmonization of travel procedures, best practices, etc.) and with external vendors. Actively participate in meetings concerning the operation of the ERP Travel & Expense module, in order to ensure that the module and its future upgrades are in compliance with UNFPA's needs and Travel Unit capabilities. Test upgrades and changes to the ERP travel and Expense Module as required. Liaise with the Travel Management Company (TMC) for troubleshooting as needed. Provide support in arranging large meetings and group travel. Participate, when required, in interagency meetings regarding the TMC service contract. Participate in interagency meetings regarding UNLP & G-4 visa procedures and other visa issues.
3. Perform other travel-related support functions
Provide Travel Help Desk services, support and training to users on use of the Travel & Expense module, online booking system, and other tools. Respond to inquiries regarding Policy and Procedures by e-mail, Service Desk tickets and other forms of contact Liaise with HR, Finance, IT and other relevant parties as needed to resolve travel related issues. Draft reports and generate statistics, as required. Facilitate internal trainings on the Travel and Expense module and other travel related topics Prepare and deliver relevant material for travel workshops Support Audit of travel related activities. Perform any other activity as required in order to assure the success of the travel team in support of the UNFPA mandate and strategy
4. Other duties
Back up the General Administrative Associate as needed Undertake other duties as may be required by the Chief, Administrative & Common Services Section
Qualifications and Experience:
Education:
Secondary Education with supplemental training in travel services and/or administrative services; college education preferred.
Knowledge and Experience:
Languages:
Excellent command of the English language is 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.
Required Competencies:
Values:
Exemplifying integrity,
Demonstrating commitment to UNFPA and the UN system,
Embracing cultural diversity,
Embracing change
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,
Functional Competencies:
Business acumen Logistical support Managing data Managing documents, correspondence and reports Managing information and workflow Planning, organizing and multi-tasking Job knowledge
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Disclaimer:
Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.