Travel And Protocol Associate

Job Purpose:

The Travel and Protocol Associate ensures the effective functioning of travel arrangements and protocol issues in support of the programme and office management. He/she works closely with operations and programme staff providing logistical support for incoming or outgoing missions.

Qualifications and Experience:

Education:  

Completed Secondary Level Education required. First level university degree in accounting, business administration or finance is desirable.

Knowledge and Experience: 

• Six years of relevant experience in administration, finance or office management.
  
• Relevant experience in providing financial management services and operational system;
  
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft;
  

Languages: 

Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

Job Purpose:

The Travel and Protocol Associate ensures the effective functioning of travel arrangements and protocol issues in support of the programme and office management. He/she works closely with operations and programme staff providing logistical support for incoming or outgoing missions.

Qualifications and Experience:

Education:  

Completed Secondary Level Education required. First level university degree in accounting, business administration or finance is desirable.

Knowledge and Experience: 

• Six years of relevant experience in administration, finance or office management.
  
• Relevant experience in providing financial management services and operational system;
  
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft;
  

Languages: 

Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

A. Supporting the Administrative & Logistics Management Functions in the CO

• Supports the monitoring of programme financial performance for all core and non-core resources as these relate to travel and protocol, by providing necessary financial and administrative information and analysis, including implementation rate against indicators/results. Detects potential over-under expenditure problems and suggests remedial action as these relate to travel and protocol.
  
• Develops tools and mechanisms for effective and efficient monitoring of travel plans and budgets, coordinate compilation of administrative and financial data in relation to travel and provide accurate and up-dated information to the operations manager on a continuous basis.
  
• Interprets financial policies and procedures particularly relating to Travel and Protocol and provides guidance and training to staff and project managers. Contributes to identifying ways in which programme and financial needs can be met within existing policies.
  
• Supports operational processes and procedures related to Country Programme to facilitate programme/project delivery.
  
• Coordinates all travel related arrangements, including travel authorization, security clearance, processing relevant payments, booking tickets and hotels, obtaining visa, registration and hotel booking at destination, arranging transportation, settling F-10 claims, and preparing semi-annual and annual travel reports, and other related tasks.
  
• Coordinates logistics and management of the schedule for incoming missions and international meetings hosted by UNFPA Uganda, including the processing of VIP arrangements for high-level officials, and managing protocol requirements
  
• In co-ordination with the Personal Assistant of the Representative, arranges official receptions for the Country Office.
  
• Assists Operations Manager in security related training and arrangements, including warden system
  

B. Travel and Protocol Services in the CO

• Collate a database of Travel and Protocol Service Providers
  
• Organize Long Term Agreements for travel services for UNFPA and related stakeholders
  
• Manage end-to-end Travel and Protocol Services required for staff and partners of the CO as may be required
  
• Actively participate in logistics and travel management related meetings with team members and other UN agencies to address performance issues and gaps;
  
• Actively participate in joint UN / partner activities such as Administrative, Travel and Logistics Cluster in order to identify Travel and Protocol service enhancement areas for UNFPA through those joint initiatives;
  
• Actively participate and effectively contribute in developing, improving, integrating the systems and applications used for managing Travel and Protocol Services enhancing the visibility of the unit;
  
• Actively participate in joint solicitation processes conducted by the UN for identifying related service providers and also conduct standalone solicitation processes to identify travel and protocol service providers for UNFPA if required;
  

C. General Support

• Stand-in for other team members on selected functions as may be required.
  
• Carry out any other duties as may be required by UNFPA leadership