UNDP Jobs - 55874- Re-advertisement of Local Travel and Protocol Asso

Re-advertisement of Local Travel and Protocol Associate (South Sudanese Nationality Only)

Location :

Juba, SOUTH SUDAN

Type of Contract :

FTA Local

Starting Date :

01-Jun-2015

Application Deadline :

05-May-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

12 Months

Languages Required :

English

Expected Duration of Assignment :

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

Applicants who previously applied need not re-apply.

Under the direct supervision of the Administrative Specialist, the Local Travel & Protocol Associate ensures execution of efficient travel & protocol services and processes in CO. The Local Travel & Protocol Associate promotes a client-focused, quality and result-oriented approach in the Unit.

The Local Travel & Protocol Associate will supervise Mechanics, Drivers and other support staff of the Unit. The Local Travel & Protocol Associate works in close collaboration with the operations programme and projects staff in the CO in resolving complex travel-related issue and information exchange.

Duties and Responsibilities

Summary of key functions:

Implementation of Operational Strategies;
Organization of all Local Travel Processes;
Organization and guidance in Protocol processes;
Facilitate efficient Transport System;
Provision of Logistical & Common services;
Facilitation of Knowledge Building and Knowledge sharing.

Ensure implementation of operational strategies, focusing on achievement of the following:

Full compliance of travel activities with UN/UNDP rules and regulations, policies and strategies, implementation of the effective internal control;
CO procurement of most economical and safe travel services the content of UN/UNDP Travel Policies in consultation with the direct supervisor and office management;
Ensure implementation of cost saving measures through negotiation with travel service provider arrangement of the most economic route and appropriate itinerary;
Supports local travel management processes for CO, NEX/DEX projects and at the request of other Agencies, focusing on achievement of the following results:
Ensures booking of both UNDP staff and Government counterparts are done in a timely manner and also facilitate issuance of electronic ticket from UNHAS or UMISS or private service provider or airlines;
Ensures booking forms are properly completed by the requesting Units/Projects before presenting same to the appropriate or designated signatory for approval;
Maintains a file for all the hard copies of travel bookings made with all service providers and ensure invoices correspond with the bookings approved by the office;
Circulates copies of invoices to the respective Units/Projects for reconciliation and ensure payments are made;
Informs Units/Projects where necessary to replenish their accounts with sufficient funds to avoid cancellation of bookings by the service providers;
Ensures appropriate accounts provided by the Units/Projects are charged for the bookings done; switching of accounts to be charged should not be done without the authority or knowledge of the DCD (O);
Ensures full compliance of travel activities with UN/UNDP rules and regulations, policies and strategies, and implementation of the effective internal control while making booking.

Provides organization and guidance in Protocol and Logistical Processes, focusing on achievement of the following results:

Development and update of a sound database for protocol requirements, involving travel, visas, travel permits and travel documents;
Liaise with relevant ministries and agencies for registration of vehicles & number plates for both UNDP and personal (international staff) vehicles.

Ensures proper facilitation of Transport Service, focusing on achievement of the following results:

Preparation of transport planning for the Country Office;
Maintenance of the CO vehicular movement and usage
Implementation of Inventory Verification and Inventory reports on the CO transport system;
Supervision to Mechanics & Drivers.

Ensures organization and provision of Logistical & Common Services, focusing on achievement of the following result:

Organization of acquisition of accommodation and purchase of tickets, DSA calculation, PO preparation, arrangement of shipments, vehicle maintenance; coordination of transfers from airports, provision of information on travel requirements and forms for facilitation of processing of travel related administrative issues.

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

Organization of trainings for the operations/project staff on Travel related matters;
Synthesis of lessons learnt and best practices in Travel & Common Services;
Sound contributions to knowledge networks and communities of practices.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning;
Shares knowledge and experience;
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

Ability to administer and execute administrative processes and transactions;? Ability to extract, interpret, analyze data and resolve operational problems;
Ability to supervise and train support staff;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Strong IT skills, knowledge of Atlas;
Ability to provide input to business processes re-engineering, implementation of new system.

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.

Required Skills and Experience

Education:

Secondary education;
Specialized training in administrative or related field;
University Degree in Business or Public Administration would be considered an asset and not a requirement.

Experience:

6 years of progressively responsible administrative experience is required at the national or international level in Administrative services, preferably in large and complex organization like UNDP;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Advance knowledge of automated procurement of travel systems, experience in handling of web based management systems.

Language:

Fluency in English required and Arabic is also an advantage.