Travel Assistant, Bonn, Germany

Organization: United Nations Environment Programme

Country: Germany

City: Bonn, Germany

Office: UNEP Bonn

Grade: G-5

Closing date: Tuesday, 30 March 2021

Posting Title: TRAVEL ASSISTANT (part-time 50%), G5

Job Code Title: TRAVEL ASSISTANT

Department/Office: United Nations Environment Programme

Duty Station: BONN

Posting Period: 01 March 2021 - 30 March 2021

Job Opening Number: 21-Administration-UNEP-148599-R-Bonn (X)

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

Organisational Setting and Reporting

The UN 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. The Convention on the Conservation of Migratory Species of Wild Animals (also known as CMS or Bonn Convention) aims to conserve terrestrial, marine and avian migratory species throughout the range. It is an intergovernmental treaty, concluded under the aegis of the UNEP, concerned with the conservation of wildlife and habitats on a global scale (www.cms.int). This part-time (50%) post is located in UNEP/CMS at the Bonn duty station.

Under the overall supervision of the Executive Secretary, and the day to day supervision of the Administrative Officer, the incumbent will perform the following functions: Responsibilities

1. Provide administrative support for smooth travel arrangements for different categories of travelers on entitlements, policy and procedures on official travel in accordance with governing travel rules and regulations.

2. Liaise with line divisions and travelers to ensure proper and complete pre-travel documentation.

3. Check the most economical routing/itineraries for the requested days/dates in consultation with the travel agent and determine the mode of travel arrangements i.e. prepay or affiliate tickets or through other UN offices.

4. Determine entitlements (class of travel and allowances) in conformity with the established regulations.

5. Liaise with contracted travel agency on complex itineraries and issuance of tickets, approves travel and shipment authorizations including amendments in the United Umoja tool to ensure conformity with applicable rules.

6. Review travel claims for completeness, accuracy and validity before presenting for certification and payment.

7. Coordinate with UNON on ad hoc Daily Subsistence Allowance (DSA)/MSA rates wherever applicable.

8. Brief travelers on standard practices, visa requirements and summarize travel advisories whenever required and promptly respond to queries and address complaints from the travelers.

9. Perform partial and complete cancellation of travel request in Umoja platform.

10. Approve expense reports that are routed to the travel unit in accordance with rules and regulations, where applicable.

11. Process, review travel agency invoices and uploading to the system.

12. Perform other related duties as assigned, such as: facilitating the work of the Secretariat in general administration and replacing colleagues on annual or sick leave.

Competencies

PROFESSIONALISM: Proven technical expertise in the field of travel services, or related area with a specialization in administration and logistics; Shows pride in work and in achievements; 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; establish effective collaboration and partnerships with officials at all levels inside and outside the organization.

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.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others‘ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

Completion of high school diploma or equivalent is required. Additional/supplementary training in travel, administration, or related areas, is desirable.

Work Experience

A minimum of five (5) years of progressive working experience in travel, administrative services, or related areas is required.

Three (3) years of working experience in the United Nations or an international organization is desirable.

Working experience with Enterprise Resource Planning (ERP) System or Systems Applications Products (SAP) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French, Spanish or German is desirable. Knowledge of another UN official 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.

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.

Special Notice

Appointment against this part-time position (50%) is for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable candidate from the duty station is identified.

If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.

2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on "Manuals" hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS‘ BANK ACCOUNTS.

Link to the job offer of the organization: https://unjobs.org/vacancies/1614717860943