Travel Assistant Job vacancy at the UN (United Nations Environment Programme), Bonn, Germany

Responsibilities

The incumbent will be doing the following tasks

• 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.
• Liaise with line divisions and travelers to ensure proper and complete pre-travel documentation.
• Check the most economical routings/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.
• Determine entitlements (class of travel and allowances) in conformity with the established regulations.
• Similarly, liaise with a contracted travel agency on complex itineraries and issuance of tickets, approves travel and shipment authorizations including amendments in the UN UMOJA tool to ensure conformity with applicable rules.
• Review travel claims for completeness, accuracy, and validity before presenting for certification and payment.
• Coordinate with UNON on ad hoc DSA/MSA rates wherever applicable.
• Brief travelers on standard practices, visa requirements and summarize travel advisories whenever required and promptly respond to queries and address complaints from the travelers.
• Perform partial and complete cancellation of travel requests in the UMOJA platform.
• Approve expense reports that are routed to the travel unit in accordance with rules and regulations, where applicable.
• Process, review travel agency invoices and uploading to the system.
• Perform other duties as assigned, such as: facilitating the work of the Secretariat in general administration.
• Furthermore, will have to undertake some duties while replacing colleagues on annual or sick leave.

Requirements

The ideal candidate will have the following duties

• Completion of secondary school is necessary. In addition to that, supplementary training in administration, travel and or related area.
• A minimum of five years of progressive working experience in travel, administrative services, or related areas.
• Three years of working experience in the UN or an international organization as well as additional/supplementary training in travel, administration, or related areas, is desirable.
• Similarly, working experience in and ERP System, Systems Applications and Products (SAP) is desirable.
• For the post advertised, fluency in oral and written English is required. Working knowledge of French, Spanish and German an asset.

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