Travel Associate, New York

Organization: Unicef

Country: USA

City: New York

Office: UNICEF New York

Closing date: Saturday, 6 August 2022

Temporary Appointment - Travel Associate, G-6, DFAM New York HQ #120408

Job no: 551746

Position type: Temporary Appointment

Location: United States Division/Equivalent: Operations

School/Unit: Div of Financial and Adm Mgmt

Department/Office: Administrative Management Section

Categories: Operations

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, hope..

The role of DFAM is to safeguard the financial resources entrusted to UNICEF for the survival, development and protection of the world’s children by maintaining and improving financial and administrative systems and procedures to ensure efficient, cost-effective and transparent utilization of these resources.

As part of the General Services and Travel Unit in DFAM’s Administrative Management Services section at NYHQ, this position will provide support in helping achieve organizational goals that UNICEF has set for the efficient functioning of travel in New York.

How can you make a difference?

Summary of key functions/accountabilities: Under the supervision of the Administrative Manager, Travel & General Services Unit, the incumbent shall: 1. Responsible for monitoring airline rates submitted by the travel agent by utilizing an airline global distribution system (SABRE) and air tariffs. Recommending the most economical route available taking into consideration the official itinerary, UN/UNICEF Regulations as they pertain to the specific travel indicated, preferred carrier agreements as they impact on cost savings within guidelines set forth in the Staff Rules, HR Manual through circulars, or by precedent.

2. Reviews travel requests to guarantee proper completion. Consults requesting offices for any clarification/ correction. Resolves problems between the travel agency and the traveler in cases where there is a conflict between traveler’s plans and the authorized entitlements by explaining to the Staff Member the pertinent regulations and rules and by suggesting various alternatives.

3. Analyzes, examines, and investigates all travel claims a. Verifies that travel has taken place in accordance with the Travel Authorization by checking approved itinerary against actual travel: checks stopovers whether official or personal checks whether official vehicles provided; verifies that approved DSA rates are in accordance with ICSC DSA circulars in effect at time of travel‘ ensures that personal days have not been included in DSA calculations b. Ensures that the Travel Claim is accompanied by supporting documentation including the TA, used and unused ticket stubs, boarding passes receipts for authorized expenditures and where no receipts are available, an explanation for the expenditure. c. Reviews any additional expenditures which are not part of the original entitlement such as hotel overages, airport taxes, official telephone bills and excess baggage charges to ensure they fall within the guidelines of UNICEF Administrative Rules and Regulations before submitting for payment. d. Deducts travel advance amounts indicated on the original Travel Authorization from settlement. e. Refers any discrepancies to the claimant for amendment and upon conformity submits to Chief of Section for approval of payment. f. Requests refunds of cancelled tickets or unused portions of tickets issued in New York as well as in the field from Travel Agent, Airlines, or field offices after calculating fare on used portion against actual fare paid. Follows-up on refunds to ensure that all credits due to UNICEF are received in a timely manner.

4. Determines travel cost to the organization after calculation of ticket costs, terminal expenses, daily substance allowances, and shipment costs. Prepares appropriate travel authorization.

5. Monitor security conditions worldwide through Personnel Policy and Services Section, and security Bulletins to ensure U.N. or appropriate clearances are obtained prior to releasing Travel Authorization. Responds to inquiries regarding clarifications on UN Regulations and Rules and travel related administrative issuances as well as airline rules and regulations. Drafts replies to memoranda, cables, letters for the signature of the Administrative Manager Travel & General Services Unit.

6. Liaise with Travel Management Company (TMC) for policy compliance and ensure they provide innovative options, prompt response and superior customer service for all UNICEF travelers

7. Provides unparalleled customer service and full traveler support to NYHQ staff for ticketing, changes, cancellations, re-bookings, re-issuing, refunds and solutions during ongoing travel restrictions.

8. Maintains timely response to all inquiries from HQ and field offices

To qualify as an advocate for every child you will have...

University degree (equivalent to a Bachelor ‚s degree) in Business Management / Travel Related Services.

A minimum of 5 years experience within the airline industry making international travel arrangements.

Minimum of 5 years demonstrated experience in the international travel industry, preferably in servicing corporate travel driven by travel policy and duty of care compliance.

Recent Travel Focal Point experience may be substituted. Experience in UNICEF/UN Travel Units very desirable.

Experience using global distribution system (i.e., SABRE, Amadeus...etc.)

Experience in understanding and implementing corporate discounts offered by airlines, hotels, car companies and other travel /hospitality service providers.

Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

**Internal candidates who has the relevant profile and specific expertise, as outlined above, will be given preference over external applicants.

For every Child, you demonstrate...

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

The UNICEF competencies required for this post are...

Core competencies

Demonstrates Self Awareness and Ethical Awareness (1)

Works Collaboratively with others (1)

Builds and Maintains Partnerships (1)

Innovates and Embraces Change (1)

Thinks and Acts Strategically (1)

Drive to achieve impactful results (1)

Manages ambiguity and complexity (1)

To view our competency framework, please visit here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

This is a re-advertisement to expand the pool of applicants.

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service. Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (COVID). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Advertised: Jul 13 2022 Eastern Daylight Time Application close: Aug 05 2022 Eastern Daylight Time

Link zum Stellenangebot der Organisation: https://unjobs.org/vacancies/1657740827934