Title of Post: Admin/Travel Assistant Vacancy Notice: INTERNAL VACANCY ANNOUNCEMENT No:19/HCR/KGL/VN/020 Post Number 10022590
Duty Station: Kigali Category and Level: GL4 Closing date of application: 2019-04-26 Duration of assignment: Initially for a period of one year
Organizational Context

Admin/Travel Assistant will be responsible for preparation of travel authorizations for local (in country) and international travel of staff members and non-staff traveling for UNHCR activities according to the established procedures. The incumbent will ensure that all Travel Authorizations are supported with mission requests and other relevant documentation. Responsibilities of the incumbent also include booking and purchase of air tickets for official travel of staff and non-staff, arrangement and organization of events for offices in the country, clearance of invoices from the Travel Agents prior to forwarding to Finance Unit.

Accountability

? Rwanda has efficient and cost-effective travel services.

Responsibility

? Assist in the interpretation and implementation of administrative rules, regulations, and procedures in relation to staff travel.
? Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR and ensure this is done on a timely manner aiming to provide the most cost effective solutions for the Organization and the travellers while in compliance with the UNHCR Travel Policy.
? Assist in administrative formalities related to travel arrangements, including booking of tickets, preparation of travel authorizations, issuance/ renewal of visas, licences, and other similar documents.
? Request quotes and book flights on Online Booking Tool, whether for official missions or missions with private deviations.
? Prepare the Travel Authorization (PT8), Issue PT8s for all missions including DSA and other travel related entitlements.
? Monitor the certification and travel claim process and liaise with travellers for compliance requirements.
? Advise and assist staff on their travel entitlements and matters pertaining to travel as per operating administrative instructions and procedures.
? Maintain an electronic logging system for capturing PT8s and other mission related information including invoice information from Travel Management Services provider.
? Follow-up on the airline/train ticket refunds with the Travel Management Services provider.
? Reconcile invoices received from Travel Management Services provider for all purchased travel tickets with previously received quotations.
? Internally work closely with financial management personnel in providing relevant information for invoices processing.
? Organize meetings, workshops and trainings, making sure that the conference room is adequate and materials are available.
? Arrange and confirm travel bookings and hotel accommodation for staff.
? Prepare training materials and documentation on Travel procedures and workflows.
? Maintain archiving system of physical and electronic office files including information received from Travel Management Services provider.
2
? Proactively work on suggesting travel management workflows' revisions/improvements to enhance fairness, transparency and efficiency in handling travel processes.
? Perform other related duties as required.

 

 

 

Authority

? Clear invoices from the Travel Agents.
? Prepare travel authorisations and entitlement calculations.

Minimum Qualification

? Completion of the secondary education with training/certificate in the related field of work.
? 4 years of job experience relevant to the functions.
? Proficiency in English.
? Analytical Thinking
? Negotiation and Conflict Resolution
? Change Capability and Adaptability

Desirable Qualification and Competencies

? Computer skills (MS office and PeopleSoft applications).
? Good knowledge of UNHCR financial rules, procedures and processes.
? Knowledge and working experience of UNHCR MSRP (PeopleSoft) or a similar software.
? Knowledge of French and/or another UN language.

Operational Context

ELIGIBILITY

Internal candidates
General Service Staff members currently serving in the country of the duty station where the vacancy exists, who have been appointed through AC process and have Indefinite or Fixed Term Appointment. Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL).

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.
UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees). Should you be asked for a fee or a benefit at any stage of this process, please report your concern to UNHCR’s Investigation Service (inspector@unhcr.org).

RENUMERATION
A competitive compensation and benefits package is offered. For information on UN Salaries, allowances and benefits, please visit the portal of the international Civil Service Commission at: http://icsc.un.org.

Report Problem