TRAVEL ASSISTANT, Brindisi

Org. Setting and ReportingThis position provides support to the Travel Unit of the General Administrative Services Section in the Programme Support and Management Services of the Office of the High Commissioner for Human Rights (OHCHR). The incumbent reports to the Head of the Travel Unit. ResponsibilitiesWithin delegated authority, the Travel Assistant will be responsible for ensuring, or carrying out the following duties: • Coordinates the travel of civilian and military personnel including civilian police, traveling to and from a wide range of member states in connection with mission duties. • Calculates and initiates entitlements for all such travel and submits to the Unit Supervisor for approval, e.g., airfare, excess baggage entitlements, terminal expenses, airfreight entitlements, daily subsistence allowance for staff and dependents on traveling on missions, etc. • Provides information about frequency of air services and provides advice to staff and consultants on the most direct and economical airfare rates for such travel as permitted by the rules and regulations. • Provides information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers. • Contacts airlines to make reservations, negotiates least expensive fares e.g., discusses with management of travel agency and with senior airline sales management for space on flights, reduced airfares, group discounts and reduced excess baggage charges, initiates issuance of tickets; discusses discrepancies and problems. • Calculates the residual values of partially used tickets when there is a rerouting. • Computes and determines the revised amounts of per diem where there is deviation from original travel plans. • Arranges for changes or cancellations requested by travelers and has tickets reissued, including obtaining reimbursement, where applicable. • Converts departure and arrival times, as needed, and identifies class of accommodation corresponding to the nature of the travel. • Examines and pre-audits the official itineraries of staff members, civilian police and military staff, as stated in the travel authorization, in order determine air travel cost entitlement of the proposed official travel of the mission personnel and ensures conformity with established rules, regulations and relevant directives; • Reviews travel claims and supporting documentation for completeness, accuracy and validity, prior to forwarding to the Accounts Division; ensures that entitlements are in conformity with Staff Rules. Refers discrepancies back to Administrative and /or Certifying Officers for clarification and possible correction. • Advises Administrative Office of more efficient and cost effective routings with regard to more complicated staff itineraries, and assists them in making travel plans in order to take advantage of the benefits to be derived from advance purchases or special promotional fares. • Maintains records of all travel authorizations processed and records savings accrued to the organization as a result of the cost savings techniques employed. • Calculates daily subsistence allowance for travel for senior UN staff or mission assignees and appointments, and other UN Staff, taking into account whether meals will be provided, which stopovers are designated official business or personal; depending upon actual category of the traveler, prepares travel authorization, calculates all other costs, including excess baggage, terminal expenses, subsistence allowance and travel advance. • Advises substantive offices, travelers, plus mission personnel and movement control staff of arrival information, requesting arrangements to be made accordingly for traveler. • Coordinates with the various Consulates and the host government Ministries of Foreign Affairs regarding the provision of transit visas and resident visas respectively. • Checks travel authorizations and cables and correct where necessary, • Classifies and records travel authorizations numbers. • Assists 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. • Assists with visualizations and updating information material such as web pages or brochures. CompetenciesProfessionalism: Knowledge of travel related processing requirements; plans, manages and resolves conflicting priorities. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years of experience in travel administration, including travel rate construction, routing, and travel reimbursement, or related area is required. The minimum years of relevant experience is reduced to three (5) years for candidates who possess a first-level university degree or higher. Out of the seven (7) years, at least five (5) years of experience in the United Nations Common System or other similar international organization is desirable. Experience working with an Enterprise Resource Planning (ERP) system, such as SAP, or similar travel module is desirable. Field experience is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Spanish are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).