UNDP Jobs - 55761- Travel Assistant (Filipino Nationals Only)

Travel Assistant (Filipino Nationals Only)

Location :

Manila, PHILIPPINES

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

29-Apr-15 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

Initial 6 months

Languages Required :

English

Expected Duration of Assignment :

with possible extension depending on performance and funding availability

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the overall direction and immediate guidance of Procurement Specialist, the Travel Assistant will closely monitor and oversee the day-to-day travel needs of UNDP and UNDP clients, while ensuring compliance to UNDP Travel Policies.

The Travel Assistant is expected to promote a client-oriented demeanor at all times, consistent with UN principles, rules and regulations, and any inter-agency agreed protocols and arrangements that are inherent to the duties that he/she performs. He/She shall be committed to the judicious and transparent use of UN resources while ensuring fair and equitable treatment of all clients at all times.

The Travel Assistant is also expected to work closely with the official Common UN Travel Agencies and with other UN Agency Travel Focal Persons.

Duties and Responsibilities

Daily:

Receive requests for travel arrangement from various UNDP staff, project partners and UN agencies (via financial authorizations);
Liaise with the Official UN Travel Agency/ies for the timely booking, ticketing, daily subsistence allowances (DSA) payment and provision of other related travel services as may be requested, while ensuring compliance with UNDP Travel policies and with the contract terms of the Official UN Travel Agency/ies at all times;
Consistently implement a “no-authorization, no ticketing” policy to all travellers;
Create and manage traveler vendor profiles, travel requisitions and/or Purchase Orders in Atlas corresponding to the ticketing, DSA and other travel services needed, also ensuring that applicable service fees are consistently applied per transaction;
Provide direct guidance to the Official Travel Agency staff, rendering interventions as needed, and monitoring their performance, aimed at ensuring that only the highest quality of service is received by the UN travelers;
Monitor and review the rates being applied by the Official Travel Agency/ies to UNDP relative to agreed corporate fares, promotions, and other developments in the travel market, advising the UN of deviations, changes, applicability to the UN, and other opportunities where the UN stands to save on costs or obtain value-added services;
Ensure detailed logging of travel-related incidents as they occur (date, passenger name, travel consultant/s involved, incident description), and report their annual summary to the UN Operations Management Team (OMT), particularly during the evaluation of Official Travel Agency/ies performance review, where the latter is found responsible;
Provide guidance and advisory services to travelers/passengers in need of clarifications or responses concerning their travels, particularly where his/her technical knowledge of airline/travel industry procedures and practices are needed;
Analyze business process vis-à-vis standards of service efficiency and effectivity, implement improvements based on client feedback, daily lessons learned and best practices, acquired during the course of the daily performance of functions;

Monthly / Periodically:

Receive the monthly invoices from Official Travel Agency/ies and review the accuracy of billings aimed at minimizing errors while ensuring timely processing of payments;
Work closely with the Finance Team to ensure timely settlement of invoices, specially for DSA releases where monthly caps are strictly imposed and payment lead times are shorter, in order to avoid accumulation of outstanding accounts that may lead to suspension of services to UNDP;
Obtain from Official UN Travel Agency/ies all reportorial requirements, such as monthly travel statistics capturing key management information and data (volume, value, costs, fees, name of travelers, destinations, etc.);

Annually:

Conduct a survey, and ensure high rate of participation, among UN travelers and travel focal persons on the performance of the Official UN Travel Agency/ies based on the Service Level Agreement (SLAs), consolidate and analyze its results, submit actionable recommendations to the Supervisor, and present them to the OMT during year-end evaluation workshop;
Negotiate and enter into annual corporate arrangements with airlines, hotels, resorts and other travel-related services, ensuring that value-for-money is achieved, particularly where high UN volume warrants;
Conduct the Nationwide Annual DSA Survey based on the procedures prescribed by the International Civil Service Commission (ICSC);
Support the Procurement Team in the preparation of the Request for Proposal, as and when a change of Official UN Travel Agency/ies is needed, act as panel member in the evaluation of offers that will be received, and ensure a smooth transition from former to new Official UN Travel Agency/ies;
Benchmark with other institutions with comparative travel volumes and needs (e.g. WHO, ADB, WB, etc.) for new market practices, new technologies, and trends in travel services, and submit appropriate recommendations to the supervisor and other UN Agencies for possible review, consideration and application to the UN system.

Other Related Duties:

Establish and maintain an organized, centralized, chronological, updated and user-friendly repository of all related travel-related documents, enabling easy access, retrieval and understanding, by auditors and any authorized UNDP staff; and
Perform all other functions as may be needed or requested

Competencies

Corporate Competencies:

Consistently demonstrates commitment to UN mission, principles, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Development and Operational Effectiveness:

Ability to perform a variety of specialized activities;
Sound knowledge of internal controls as applied in a public international organization;
Able to achieve results on time with minimum supervision;
Excellent grasp of various business processes efficiency, re-engineering, implementation of new system aimed at effectiveness or based on a given framework;
Reasonable use of IT skills to achieve efficiency.

Self-Management:

Focuses on result for the client;
An effective and highly motivated team worker;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change;
Responds positively to feedback and differing points of view.

Knowledge Management and Learning:

Shares knowledge and experience;
Encourages office staff/colleagues to share knowledge and contribute to the wider UN family of agencies in the Philippines;
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Skills:

Outstanding client service orientation, with excellent interpersonal skills, matured disposition on daily work challenges, and an ability to properly deal with people at all levels;
Operating knowledge and experience with global reservations systems definitely an advantage;
Excellent oral and written English communication skills;
Well-developed organizational, analytical, planning, negotiating, problem-solving skills, coupled with the highest level of ethics, morals, and integrity;
With extensive knowledge of Windows-based applications, and able to prepare and deliver computer-aided presentations;
Exposure with the UN, other international organizations, or other multi-cultural, multi-racial environment will be an advantage, but not strictly required

Required Skills and Experience

Education:

Bachelor’s degree in Management, Tourism, Business Administration, Commerce, or related fields;
A Master’s Degree or units in Masteral Courses in Management or Business Administration will be definitely an advantage.

Experience:

At least three (3) years of experience and knowledge in the travel industry, as supervisor in a Travel Agency or in an international airline, or UN Travel Focal Person, provided he/she has direct exposure to travelers.

Language:

Fluency in the English and national language

The selected candidate will receive a salary that is commensurate with his/her background and work experience. Interested applicants are encouraged to apply ONLINE and attach the UN Personal History Form (P.11), available in our website on or before 29 April 2015. Kindly note that only completed P.11 forms will be reviewed. UNDP is an equal opportunity employer. Please note that we will contact only the short-listed candidates.