Duties and Responsibilities
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Provides support to implementation of operational strategies
- Full compliance of administrative and travel management ensuring that services are performed in adherence to UN/UNDP rules, regulations, policies and strategies
- Implementation of cost saving measures through negotiation with travel providers
- Provision of inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Undertakes such other assignments as may be provided by the Head of the Unit
Ensures implementation and ongoing fulfillment of effective travel management processes
- Support to Travel Analyst and Travel Manager in setting up travel management procedures
- Submission, review and approval of Travel Requests, Travel Claims and Expense Reportsat Level 1 in ATLAS ensuring accuracy of all computations, availability of budget and completeness of supporting documentation.
- Provision of information to the staff on travel including entitlements and travel route including, but not limited, to the identification of the home leave entitlement using the Global Distribution System.
- Ensures processing of travel authorization and travel claims are in line with travel entitlements for staff, consultants, UN and visitors, and that the travel arrangement follow POPP.
- Processing of travel related requests (e.g. shipment of Personal Effects and Household Goods)
- Support the business process of the Travel and Expense module in ATLAS including responding to CRM cases
- Work with OIMT for consistent application of the business process and relevant policies in the ATLAS Travel and Expense module
- Assist in the timely delivery of the Travel Management Services provider contract and its deliverables including among others invoice review, un-used tickets management, UN ticket discount management.
- Assist in timely preparation of Service Level and Cost Sharing Agreements with partner agencies
- Communicate and correspond with travel related vendors to announce program enhancements and address client/traveler concerns
- Liaise with the UN partner agencies and other parties to the contract to ensure that the interests of the UNDP and partner agencies are duly addressed
- Support the Manager in the monitoring travel related contracts to ensure that the terms and conditions agreed are being applied in earnest by the vendor including but not limited to customer service response and survey administration and results compilation.
- Monitor the travel document workflow including the maintenance of the Certifying Officer database
Review reports from the Travel and Expense Module in ATLAS
- Identifying and generating periodic reports from the Travel and Expense module.
- Review and analysis of the information to ascertain the accuracy of the data.
- Synthesis of data to conduct a spot check of the various travel-related expenses.
- Offer of guidance and training to units towards empowering them to carry out the spot checks, and improving their understanding and compliance with policy in the processing of travel-related expenses
Submission and certification of Travel Request/Expense Reports/ Travel Claims (F-10)
- Regular review of Travel Requests and Expenditure Reports for single and multi-leg itineraries.
- Review of ATLAS reports to ensure that travel claims are completed and records are closed in ATLAS after every trip has been finalized. Submission of exception reports where claims are outstanding and have not been completed in ATLAS.
- Review of Travel Claim (F-10) documents processed for accurate application of travel policies.
- Review of Travel Claims to ensure that correct entitlements are applied and that UNDP rules and regulations are complied with.
- Create the Travel Request in conformance with the client requestor identified requirements; certify the accurate applications of entitlements and compliance with UNDP rules and regulations
- Submit and certify the Travel Claim and / or the Expense Report in conformance with UNDP rules and regulations.
Promote knowledge building and knowledge sharing for the administrative operations of travel
- Sharing of lessons learnt and best practices in travel-related management.
- Sound contributions to knowledge networks and communities of practice.
- Review Request for Exceptions to the air standard of accommodation and submit these for consideration and approval
- Serve as alternate focal person for Travel Services Section to support travel arrangements for the Administrator, Associate Administrator and other senior officials, which may include work after hours.
- Provide travel advice
- Generation of management information reports including the review and analysis of information to ascertain the accuracy of information
- Carry out other administrative tasks assigned by the Travel Manager.
- Train client requestors’ basic understanding of Travel Policies, Regulations & Rules and application of the ERP (PeopleSoft) T & E Module.
- Provide advice/guidance to queries on travel policy and procedures
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Competencies
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Innovation
Ability to make new and useful ideas work.
Leadership
Ability to persuade others to follow.
People Management
Ability to improve performance and satisfaction.
Communication
Ability to listen, adapt, persuade and transform.
Delivery
Ability to get things done.
Technical/Functional
Primary
UN System
Knowledge of the UN System and ability to apply to strategic and/or practical situations.
Office Administration
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
Relationship Management
Ability to engage with other parties and forge productive working relationships.
Secondary
Knowledge Management
Ability to efficiently handle and share information and knowledge.
Quality Assurance
Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled.
Compensation and Benefits Management
Ability to plan, direct, coordinate, and implement compensation and benefits plans for the organization.
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Required Skills and Experience
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Education:
- Secondary Education is required; Bachelor’s degree desirable.
- Specialized certification or training in the Global Distribution System (e.g. Sabre) Travel System is required.
Experience:
- 7 years of relevant administrative experience in providing travel services in an NGO or business environment including two years or more international faring experience using the Global Distribution System.
- 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 both oral and written, is required; working knowledge of other UN official language is an asset
Other:
- Passing the UN Clerical or ASAT Examination is a requirement.
- UNDP Procurement Certification programme is an asset
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