Background

Under the supervision of the Head of Procurement Unit, the Travel Clerk/Receptionist provides travel related services in a large Country Office ensuring high quality and accuracy of work in order to obtain the optimum travel services while also facilitating telephone communication and general reception and information services ensuring high quality and accuracy of work.

S/he implements the rules and guidelines regarding travel and entitlements and provides solutions to issues related to travel.  The Travel Clerk/Receptionist promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services. 

The Travel Clerk/Receptionist works in close collaboration with the Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service delivery as well as provide support in the organization of logistical endeavors when required.

The incumbent works in close collaboration Management Support and Business Development, Programme and Operations teams in the CO to ensure consistent service delivery.

Duties and Responsibilities

Supports travel management, procurement and logistical processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

• Processing of Purchase orders for travel in Atlas;
• Provision of information for cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies;
• Provision of information to the staff on travel including travel route and hotel arrangement;
• Processing travel authorization in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
• Arrangements for security clearance when required;
• Hotel reservations for visiting UN/UNDP officials;
• Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff;
• Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary;
• Processing of application and renewal of UNLP for UN staff;
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP;
• Extracting, inputting, copying and filing data from various sources. Maintenance of files;
• Supports Procurement Unit when required;
• Logistical support in the organization of workshops in the CO.

Ensure the provision of front-desk service and telephone communication services focusing on achievement of the following results:

• Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP;
• Operation and management of the telephone switchboard in accordance with appropriate protocol;
• Weekly check and test of all lines;
• Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair;
• Management and planning of the front desk coverage;
• Assistance in the preparation of cost-recovery for telephone and other administrative services provided to UNDP and other agencies and projects if requested;
• Preparation of monthly oversight reports on telephone management and reconciliation of telephone account with bills.

 Supports  implementation of sourcing strategy focusing on achievement of the following result:

• Collection of information on market situation in travel service area;
• Collection of information for DSA and hotel surveys.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the training for the programme, operations and projects staff on procurement and travel;
• Logistical support of training activities;
• Sound contributions to knowledge networks and communities of practice,

Competencies

Functional Competencies:

Operational Effectiveness:

• Ability to perform a variety of repetitive and routine tasks and duties related to travel support and general administration support;
• Ability to review data, identify and adjust discrepancies;
• Ability to handle a large volume of work possibly under time constraints;
• Good knowledge of administrative rules and regulations;
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required;
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
• Ability to organize and complete multiple tasks by establishing priorities.

 Managing Data:

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
• Interprets data, draws conclusions and/or identifies patterns which support the work of others.

 Managing Documents, correspondence and Reports:

• Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
• Shows sound grasp of grammar, spelling and structure in the required language;
• Ensures correspondence, reports and documents comply with established UN standards;
• Ability to produce accurate and well documented records conforming to the required standard;

Planning, Organizing and Multi-Tasking:

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience

Education:

• Secondary education;
• Administrative certification especially in the management of travel processes would be desirable but not a requirement.

Experience:

• 4 years of relevant administrative experience is in the areas of administration, procurement or travel service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

Language:

• Fluency in English and national language of the duty station.