Regional Service Centre at Entebbe Travel Assistant – Temporary Jobs in Uganda
Org. Setting and Reporting
The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.
The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and Information and Communications Technology (ICT) support.
In addition to these services, the Office of the Director RSCE and support offices through the Deputy Director RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management.
This Temporary Job Opening is located in the Travel Service Line at the RSCE under the Department of Operational Support. The Travel Assistant at this level reports to the Service Line Manager.
Responsibilities
Within delegated authority, the Travel Assistant will be responsible for ensuring, or carrying out the following duties:
Provide 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.
Provide information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers.
Serve as process expert and client service representative for travel related query cases.
Participate in the day-to-day query management process in line with agreed controls and procedures, Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
Closely work with the client counterparts to resolve client issues.
Make bookings on the Global Distribution System (GDS), ensure the least expensive fares are used including UN discounts when issuing the tickets by the travel agency, requests.
Travel Management Contractor (TMCs) to obtain space on flights when required through the airline contacts, obtain group fares, initiates issuance of tickets.
Arrange for changes or cancellations requested by travelers and reissue tickets, including obtaining reimbursement from airlines, where applicable.
Convert departure and arrival times, as needed, and identifies class of accommodation corresponding to the nature of the travel, where applicable.
Examine and pre-audit 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.
Advise Administrative Office of more efficient and cost-effective routings with regards to more complicated staff itineraries and assists them in making travel plans to take advantage of the benefits to be derived from advance purchases or special promotional fares.
Advise substantive offices, travelers, plus mission personnel, International Uniformed Personnel (IUP) focal points and Permanent Missions of arrival information of travelers where required, requesting arrangements to be made accordingly for traveler.
Perform other duties as required.
Competencies
Professionalism: Knowledge of IATA visa requirements and familiarity with United Nations Staff and Financial Rules and Regulations and procedures. 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.
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.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
A technical or vocational certificate in the field of business administration, travel and related matters or related fields is required.
Work Experience
A minimum of seven (7) years of progressively responsible experience in travel administration, airline reservations and ticketing including fare construction, identifying difficult and complicated routes at the lowest possible fares is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level degree or higher.
Experience in application of United Nations or similar international organization’s Staff Rules
and Regulations in an operational environment is required.
Experience in administration of a broad range of travel related entitlements and benefits using
Systems Applications and Products (SAP) or Enterprise Resource Planning (ERP) software
e.g., Umoja or other similar platforms is required.
Having supervisory experience of an IATA accredited travel agency is desirable.
Experience in a shared service center or similar setup is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the advertised post, fluency in English, oral and written is required; Knowledge of French is desirable.
How to Apply
For more information and job application details, see; Regional Service Centre at Entebbe Travel Assistant – Temporary Jobs in Uganda
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