Historique

The operations will be in matrix reporting with operation/HR specialist in order to obtain the optimum travel services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel.  The Travel Assistant closely monitors travel expenditures and internal cost and ensures their timely and accurate billing, settlement and cost recovery.   The Travel Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

The Travel Associates works in close collaboration with projects and office teams to ensure consistent service delivery.

Devoirs et responsabilités

Summary of Key Functions:

• Implementation of operational strategies;
• Support to administrative and financial control;
• Support to travel management processes;
• Implementation of sourcing strategies;
• Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of UN/UNDP rules and regulations, policies and strategies on travel management;
• Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary.

Supports travel management processes for CO, development projects and at the request of other Agencies focusing on achievement of the following results:

• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
• Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies;
• Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price;
• Provision of information to the staff on travel including entitlements, travel route and hotel arrangement;
• Coordination of DSA, travel agencies, and other administrative surveys;
• Arrangements for security clearance when required;
• Processing travel authorization and travel claims 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;
• Hotel reservations for visiting UN/UNDP officials;
• Coordination for the arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary;
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO travel SOP;
• Reconciliation of settlements to be paid by the Finance Unit.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Collection and analysis of market situation on travel service area. Conduct of surveys/biddings of travel services.
• Conduct of DSA survey; survey and analysis of most competitive hotel prices and quality of hotel services; submission of report to HQ and distribution of the Hotel list to all UN agencies.
• Preparation of LTAs for travel and hotel services on behalf of UN Agencies.

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;
• Sound contributions to knowledge networks and communities of practice.

Impact of Result:

The key results have an impact on the execution of the CO travel services management in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of efficient and first-class travel.

Compétences

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Demonstrate corporate knowledge and sound judgment;

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience;
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills;
• Self-development, initiative-taking.

Development and Operational Effectiveness

• Understands the main processes and methods of work regarding to the position;
• Ability to perform a broad range of activities aimed at effective and efficient functioning of Country Director’s office, including data/ schedule management, maintenance of protocol, information flow;
• Exert the utmost discretion and confidentiality in the handling of sensitive information;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Demonstrates ability to identify problems and proposes solutions.

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure;
• Demonstrates openness to change and ability to manage complexities;
• Acting as a team player and facilitating team work.

Qualifications et expériences requises

Education:

• Secondary education;
• Specialized training in procurement and travel desirable. 

Experience:

• 7 years of relevant administrative experience in the areas of administration and 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 Requirements:

• Fluency in English and Arabic are required.

Application:

• Interested and qualified candidates should apply on-line through the UNDP Job site at http://www.ly.undp.org/content/libya/en/home/operations/jobs/ and please ensure to fill in and upload Personal History Form - P.11 which is available at http://www.ly.undp.org/content/libya/en/home/operations/jobs/ in the relevant field of the on-line application;
• Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are short-listed will be contacted;
• Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.