Closing date: Thursday, 7 September 2023
Posting Title: TRAVEL ASSISTANT, G5

Job Code Title: TRAVEL ASSISTANT

Department/Office: Regional Service Centre at Entebbe

Duty Station: ENTEBBE

Posting Period: 10 August 2023 - 08 September 2023

Job Opening Number: 23-Administration-RSCE-215651-R-Entebbe (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational 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. For more information, please visit https://rsce.unmissions.org. This position is located in the Client Services Section at the RSCE under the Department of Operational Support. The Travel Assistant at this level reports to the Client Services Officer.

Responsibilities

The focus of this position is to provide Travel related services within the Service Delivery model of the RSCE. The post provides guidance and direction to the relevant service delivery area with regard to travel related issues and processes. On behalf of the service line, the Travel Assistant supports the Centre as follows:

Resolves client queries logged through iNeed within agreed Service Level Agreement.
Creates work orders in iNeed, monitors work orders, and provides daily reports on ageing analysis. Closes work orders in iNeed.
Calculates air fare, excess baggage entitlements, terminal expenses, daily subsistence allowance for staff and dependents traveling on missions, etc.
Calculates airfare for requested destinations, lump sum, and costs for shipment of personal effects.
Processes DSA advance; and expense reports.
Provides information to staff and consultants on the most direct and economical route, and plans routings, and itineraries plus the most economical airfare rates for such travel as permitted by rules and regulations.
Provides information on rates and travel schedules for specific itineraries. Advises on travel issues. Replies to queries to clients.
Contacts airlines or travel agency to make reservations at least expensive fares, and requests issuance of tickets.
Arranges tickets for official and training travel; arranges tickets and cargo pace for repatriation of Human remains; Arranges tickets for medical evacuation.
Advises substantive offices, travelers, and other relevant staff of arrival information, requesting arrangement to be made accordingly for traveler.
Checks entitlements eligibility, approves entitlement leave, calculation of points according to cycles, post travel management, update of leave card, and compilation of staff benefits accruals.
Processes entitlement travel service as requested by client missions and RSCE Staff.
Approves payments in UMOJA; monitors payments activities, provides feedback to clients on payments made.
Performs other duties as required.
Competencies
Professionalism: 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. 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 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.

Education
High school diploma or equivalent is required.