Travel Assistant, Vienna

Organization: IAEA - International Atomic Energy Agency

Country: Austria

City: Vienna, Austria

Office: IAEA Vienna, Austria

Closing date: Thursday, 23 May 2019

Organizational Setting

The Department of Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEAâs technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme.

Main Purpose

Under the supervision of the Administrative Officer, the Travel Assistant is the focal point in TC for

administrative actions related to the travel claims of staff travel funded by TC. The Travel Assistant ensures that the Department’s travel claims are organized in accordance with established policies and procedures and quality standards. He/she independently reviews all Departmental administrative submissions related to travel claims for correctness, processes them for further divisional/departmental clearance, and forwards them to the Division of Budget and Finance (MTBF) to be finalized.

Functions / Key Results Expected

Receive all travel claims funded by TC and ensure the completeness of the documentation provided, while following up with the requesting Division if items are missing.

Review travel claims electronically submitted through the IAEAâs ERP system, ensuring their accuracy and correctness in accordance with the Staff Travel Procedures. Provide advice to staff members responsible for initiating travel claims on necessary adjustments and providing guidance on claimable expenses.

With the guidance of the senior Travel Assistant, process planned or unplanned travels, advising on policies and procedures.

Ensure clarifications are added in the Travel Request and Claim (TRAC) document for all deviations from the original travel plan.

Liaise with (i) the Travel Unit concerning changes to travel itinerary resulting in or with regard to possible reimbursements; and (ii) MTBF regarding special cases and new rules in the Staff Travel Procedures.

Perform as a back-up the functions of the senior Travel Assistant, when necessary.

Competencies and Expertise

Core Competencies



Planning and Organizing

Plans and organizes his/her own work in support of achieving the team or Sectionâs priorities. Takes into account potential changes and proposes contingency plans.