UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES (UNHCR)

VACANCY ANNOUNCEMENT
Vacancy Notice No. VA/UNOPS/011/2019

Title of Post

Senior Travel/ Admin Assistant

Category/grade

LICA-5

Number of positions

1 (one)

Type of contract

UNOPS Local Individual Contractor – initially for 6 months

Location
Cox’s Bazar, Bangladesh
Date of Issue
06 March 2019
The effective date of assignment
As soon as possible
Closing Date
19 March 2019

Operational Context:

The Senior Travel/Admin 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, assisting the VIPs and high level missions with the airport formalities, protocol matters and alike.

Functional Statement:

Accountability (key results that will be achieved)

  • Cox’s Bazaar has efficient and cost-effective travel services.

Responsibility (process and functions undertaken to achieve results)

  • 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.
  • Inform staff members on Security Clearance (TRIP) procedures and clearance and provide assistance when required.
  • 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.
  • Prepare training materials and documentation on Travel procedures and workflows.
  • Provide refresher training courses on the Travel Management Services to all staff.
  • Maintain archiving system of physical and electronic office files including information received from Travel Management Services provider.
  • 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 (decisions made in executing responsibilities and to achieve results)

  • Clear invoices from the Travel Agents.

Essential Minimum Qualifications and Experience:

  • Completion of the secondary education with training/certificate in the related field of work.
  • 5 years of job experience relevant to the functions.
  • Proficiency in English.

Desirable Qualifications & 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 local language.
  • Analytical Thinking.
  • Negotiation and Conflict Resolutions Skills.
  • Change Capability and Adaptability.

Remuneration:

A competitive compensation and benefits package will be offered.

Submission of Applications:

Interested candidates meeting the above requirements are requested to submit their applications with fully complete and signed Personal History Form and Supplementary Pages via online: UNHCR Bangladesh Job Portal www.unhcr.io/jobs.

Deadline for submission of application: 19 March 2019

Personal History Form not submitted in UNHCR format as well as incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality, and culture. All applications will be treated with the strictest confidentiality.

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