UN Travel Assistant Jobs in Kenya
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
Through the resolution “End plastic pollution: Towards an international legally binding instrument” (UNEP/EA5/L23/REV.1), the United Nations Environment Assembly requested to convene an Intergovernmental Negotiating Committee (INC), commencing its work during second half of 2022, with the ambition of completing its work by the end of 2024.
The resolution established that the INC should develop an international legally binding instrument on plastic pollution, including in the marine environment, which could include both binding and voluntary approaches, based on a comprehensive approach that addresses the full lifecycle of plastic, taking into account among other things, the principles of the Rio Declaration on Environment and Development, as well as national circumstances and capabilities, including provisions.
The position is based at the Nairobi duty station. Under the overall supervision of the Executive Secretary of the INC Secretariat, direct supervision of the Administrative Officer, and in close coordination with the Senior Administrative Assistant, the incumbent will be responsible for the following duties:
Responsibilities
Organizes the travel for all meetings participants, interpreters, report writers and staff members in coordination with the travel agent and ensures accuracy of entitlements and figures and that cost of transportation is in compliance with the UN rules and regulations.
Provides Principal Officers an overall estimate for their upcoming meetings that includes the breakdown of the air tickets and daily subsistence allowance.
Enforces the procedures in place for official travel by collecting the necessary approvals.
Provides support on visa applications for staff members and non-staff members to various mission points.
Raises all travel authorizations by calculating air fare, daily subsistence allowance, terminal expenses and other appropriate entitlements.
Coordinates with the Administrative Officer for clarification or additional information of particular claims, and to explain the nature of problems and delays if any and provides them with a weekly report of the travel advances and claims for disbursement of the entitlements.
Liaises with airlines and travel agencies regarding their services, invoices and fares.
Requests index numbers for consultants, resource persons and meeting participants. • Makes sure that the budget allotments and object expenditure codes are valid and if not, open and/or revise the allotments.
Associates claims with travel authorizations and other obligation documents for staff members and meeting participants.
Amends travel requests and/or travel claims to existing obligation documents as and when required.
Keeps records and ensures that all travel authorizations, claims and refunds of unused tickets are properly logged and filed.
Updates the quarterly travel plans for the Secretariat.
Interacts with staff at all levels and communicates with meetings participants regarding their travel itineraries and allowances.
Deals and takes action with complex cases to ensure adherence to UN rules and travel regulations at minimal cost.
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.
Performs other related duties as assigned.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Supplementary training in conference management, travel management, ticketing or related field is desirable.
Work Experience
A minimum of seven (7) years of progressively responsible experience in the field of administration, finance, travel management including ticketing is required.
The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level university degree.
Experience working with SAPs or People Soft/Oracle-based, ERP systems such as UMOJA and in particular the travel module is required.
Experience in applying travel guidelines, specifically in creating travel authorizations and in settling expense reports is required.
A minimum of five (5) years of experience within the United Nations Common System or a similar large international organization is desirable.
Experience in organising large conferences and events is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of another UN language is desirable. NOTE: Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “knowledge of” equals a rating of “confident” in two of the four areas.
How to Apply
For more information and job application details, see; UN Travel Assistant Jobs in Kenya
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