Senior Travel Associate Vacancy in Ethiopia 2021

UNDP, Addis Ababa, Ethiopia United Nations Development Programme (UNDP)

Job Background

                The Regional Programme for Africa 2018-2021 is a flagship programme for UNDP that responds to challenges and opportunities facing the African Continent and to the priorities and aspirations of Africa as articulated by the African Union and other regional organs. The Regional Programme implements around 30 regional initiatives and projects through the Regional Bureau for Africa (RBA)/Country Offices (COs), Regional Service Centre for Africa (RSCA) and the Hubs in Dakar, Nairobi and Pretoria.

 

Within this context, the Senior Travel Associate receives day-to-day guidance and supervision from the Operations Manager, RSCA. The Senior Travel Associate works in close collaboration with the regional programme, operation and project staff in the RSCA, the regional hubs and HQ to exchange information and ensure consistent, timely and optimal travel service delivery. She/he is responsible for the smooth and efficient functioning and operation of the Travel Desk at the RSCA and provides travel related services ensuring high quality and accuracy of work.

 

He/she supports analyses and interpretation of rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel.  The Senior travel Associate monitors travel expenditures and internal cost and ensures their timely and accurate billing, settlement and cost recovery. The Senior Travel Associate promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services in the RSCA.

 

                Duties and Responsibilities

                Summary of key functions:

  • Implementation of operational strategies;
  • Implementation and ongoing fulfillment of effective travel management processes;
  • Review reports from the Travel and Expense Module in Atlas;
  • Submission and Certification of Travel Request/Expense Reports/ Travel Claims (F-10);
  • Support to knowledge building and knowledge sharing for the administrative operations of travel;
  • Perform any other tasks as required.

Duties and Responsibilities:

 

1) Provides support to implementation of operational strategies:

  • Full compliance of administrative and travel management ensuring that services are performed in adherence to UN/UNDP rules, regulations, policies and strategies;
  • Implementation of cost saving measures through negotiation with travel providers;
  • Provision of inputs to the travel administrative business processes and implementation of the internal standard operating procedures (SOPs) in the RSCA;
  • Update the rosters of airlines, hotels, conference facilities, negotiation with hotels on UN rate;
  • Undertakes such other assignments as may be provided by the Operations Manager, RSCA.

2) Ensures implementation and ongoing fulfillment of effective travel management processes:

  • Source itineraries, review and certify all travels imitated by the RSCA travel desk;
  • Submit, review and approve Travel Requests, Travel Claims and Expense Reports at Level 1 in ATLAS ensuring accuracy of all computations, availability of budget and completeness of supporting documentation;
  • Provision of information to the staff and consultants on travel including entitlements and travel route;
  • Ensures processing of travel authorization, travel claims and DSA are in line with travel entitlements for staff, consultants, UN and visitors, and that the travel arrangement follow POPP;
  • Communicate and correspond with travel related vendors to announce program enhancements and address client/traveler concerns;
  • Liaise with the UNDP Country Offices and UN partner agencies and other parties to the contract to ensure that the interests of the UNDP and partner agencies are duly addressed;
  • Support the Operations Managers RSCA in the monitoring of travel related contracts to ensure that the terms and conditions agreed are being applied in earnest by the vendor including but not limited to customer service response and survey administration and results compilation;
  • Monitor the travel document workflow including the maintenance of the Certifying Officer database and conduct timely invoice review and un-used tickets;
  • Implement internal control system ensuring travel related Purchase Orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
  • Coordinate necessary logistical services with outsourced support, arrangements for visa issuance;
  • Provision of information for preparation of cost-recovery bills in Atlas for the travel services provided by RSCA travel desk to other units and hubs.

3) Review reports from the Travel and Expense Module in ATLAS:

  • Identifying and generating periodic reports from the Travel and Expense module
  • Monitor open transactions on the Travel Dashboard;
  • Review and analysis of the information to ascertain the accuracy of the data;
  • Synthesis of data to conduct a spot check of the various travel-related expenses;
  • Offer of guidance and training to units to improve understanding and compliance with policy in the processing of travel-related expenses.

4) Submission and certification of Travel Request/Expense Reports/ Travel Claims (F-10):

  • Regular review of Travel Requests and Expenditure Reports for single and multi-leg itineraries;
  • Review of ATLAS reports to ensure that travel claims are completed, and records are closed in ATLAS after every trip has been finalized. Submission of exception reports where claims are outstanding and have not been completed in ATLAS;
  • Review of Travel Claim (F-10) documents processed for accurate application of travel policies;
  • Review of Travel Claims to ensure that correct entitlements are applied, and that UNDP rules and regulations are complied with;
  • Create the Travel Request in conformance with the client requestor identified requirements; certify the accurate applications of entitlements and compliance with UNDP rules and regulations;
  • Submit and certify the Travel Claim and/or the Expense Report in conformance with UNDP rules and regulations.

5) Promote knowledge building and knowledge sharing for the administrative operations of travel in RSCA:

  • Sharing of lessons learnt and best practices in travel-related management;
  • Sound contributions to knowledge networks and communities of practice;
  • Review Request for Exceptions to the air standard of accommodation and submit these for consideration and approval;
  • Generation of management information reports including the review and analysis of information to ascertain the accuracy of information;
  • Carry out other administrative tasks assigned by the Operations Managers RSCA;
  • Train client requestors’ basic understanding of Travel Policies, Regulations & Rules and application of the ERP (PeopleSoft) T & E Module;
  • Provide advice/guidance to queries on travel policy and procedures.

                Competencies

                Core:

 

Innovation:

  • Ability to make new and useful ideas work.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

Leadership:

  • Ability to persuade others to follow.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

People Management:

  • Ability to improve performance and satisfaction.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

Communication:

  • Ability to listen, adapt, persuade and transform.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

Delivery:

  • Ability to get things done.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

Technical/Functional:

 

Primary:

 

UN System:

  1. Knowledge of the UN System and ability to apply to strategic and/or practical situations.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

Office Administration:

  • Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

Relationship Management:

  • Ability to engage with other parties and forge productive working relationships.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

Secondary:

 

Knowledge Management:

  • Ability to efficiently handle and share information and knowledge.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

Quality Assurance:

  • Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

 

Compensation and Benefits Management:

  • Ability to plan, direct, coordinate, and implement compensation and benefits plans for the organization.

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability).

 

                Required Skills and Experience

                Education:

  • Secondary Education is required, Bachelor’s degree desirable. Specialized certification or training in the Global Distribution System (e.g. Sabre) Travel System is an asset.

Experience:

  • 7 years of relevant administrative experience in providing travel services in an NGO or business environment at National level including two years or more international travel faring experience (4 years with first Degree). Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web-based management systems.

Language:

  • Fluency in English both oral and written, is required; working knowledge of other UN official language and national language of the duty station is an asset.

 

                Disclaimer

                Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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