National Post: Travel Associate at United Nations Population Fund (UNFPA)

Job Purpose:

The Travel Associate ensures execution of transparent and efficient travel and administrative services and processes in the Regional Office. The incumbent will promote a client-focused, quality and results-oriented approach and work in close collaboration with the operations, programme and projects’ personnel in the Regional Office for resolving travel and administrative-related issues and information exchange. 

Primary functions include:

• Provide support in the implementation of UNFPA Travel Policy and procedures.
• Process travel requests, travel claims and expense reports.
• Provide support to UNFPA ESARO personnel on travel related matters. 
• Assist in the preparation and organization of workshops, conferences, meetings conducted at UNFPA ESARO.

You would be responsible for: 

Support the implementation of UNFPA travel policies and procedures 

• Ensure that all travel is undertaken in strict compliance with policies.
• Manage the processing of Travel Requests (TR) and Travel Claims (TC), ensuring that they are properly formulated in accordance with UNFPA Travel Policies and Procedures and the applicable UN Regulations and Rules.
• Manage travel processing in the UNFPA corporate Enterprise Resource Planning (ERP) system. 
• Verify travel expense reports (F10s) in the online system to ensure compliance to set guidelines.
• Independently interpret and apply all relevant policies to the calculation and disbursement of travel entitlements.
• Stay updated on Travel Policies & Guidance Notes and assist UNFPA personnel in understanding and complying with the policies.
• Verify invoices received from travel agents and ensure payments are timely effected. Keep records of all payments made for reconciliation purposes. 
• Establish and maintain relationships with travel service providers, work with other United Nations Agencies to negotiate common contracts, and obtain favorable rates.
• Monitor the quality of services provided by vendors and address any issues as they arise.
• Respond to country office travel clarifications and queries in a timely manner.
• Produce travel related reports as and when required.
• Make recommendations for improving travel efficiency and cost-effectiveness.

Workshop/Conferences/Meetings Support

• Provide support in the preparation and organization of workshops, conferences and or meetings conducted by UNFPA ESARO.
• Maintain an accommodation database including daily rates and the different types of rooms available in the UNDSS cleared hotels. 

Perform other travel-related support functions 

• Undertake audit preparations on travel related activities.
• Liaise with HR, Finance, IT and other relevant parties as needed to resolve travel related issues.
• Act as a backup to the Administrative Associate.
• Perform any other activity as required in order to assure the success of the work team in support of the UNFPA mandate and strategy.

Qualifications and Experience: 

Education: 

• Secondary Education with supplemental training in travel services and/or administrative services. First level university degree is desirable.

Knowledge and Experience: 

• Minimum six (6) years of relevant experience in administration & travel coordination and management.
• Exceptional organizational and communication skills.
• Experience in roles involving handling competing priorities and time sensitive deadlines is desirable.
• Proficiency in travel management software and expense reporting tools.
• Proficiency in current office software applications and corporate IT systems.
• Strong attention to detail and problem-solving abilities.
• Experience in handling web based management systems is an advantage.
• Knowledge of data analytics is an asset.