TRAVEL ASSISTANT (Multiple JO)

Organizational Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). These positions are located in the Travel, Shipping & Visa Unit (TSVU), Central Support Services, Division of Administrative Services, UNON. The incumbent reports to the supervisor of the TSVU unit. Within delegated authority, the Travel Assistant will be responsible for the following duties:

Responsibilities

• Provides information to staff members and delegations on entitlements, policy and procedures on official travel, removal of personal effects arrangements in accordance with governing rules and regulations.
• Review travel and shipment requests in Umoja to ensure conformity with applicable rules.
• Calculates airfares and constructs itineraries for staff and dependents, delegations and non-staff (consultants, meeting participants and contractors) traveling on official business in line with the most economical and direct route.
• Liaises with contracted travel agency on complex itineraries and issuance of tickets.
• Approves travel and shipment authorizations including amendments. Calculates and records lump-sum entitlements.
• Request and record refunds in Umoja. Perform partial and complete cancellation of Travel Requests in Umoja, if applicable.
• Process expense reports that are routed to travel unit in accordance with rules and regulations.
• Co-ordinates arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices.
• Provides Umoja support on travel related issues to staff members.
• Performs ad-hoc duties as required.

Work Experience

• A minimum of five (5) years of progressively responsible experience in travel administration, travel fare construction, routing, and travel reimbursement, or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree.
• Working experience in Enterprise Resource Planning (ERP) systems is required.
• Three (3) years of working experience in the UN system or similar international organization is desirable.
• Experience arranging travel for large group of meeting participants is desirable.
• 1 year or more of experience in data analytics or related area is desirable.