Travel Officer at United Nations Regional Service Centre Entebbe (RSCE)

Job Title: Travel Officer

The Regional Service Centre Steering Committee is the decision-making body for RSCE, in compliance with General Assembly resolutions, United Nations Secretariat rules and regulations, strategic guidance from United Nations Headquarters and oversight bodies. The Steering Committee consults with the Global Field Support Strategy Implementation Coordination Team, as required.

The Regional Service Centre, as approved by the Member States, is owned, managed and staffed by the regional missions it serves. This framework reinforces the existing missions’ chain of command structures and lines of authority in a manner that does not create an additional layer between Headquarters and the regional missions. It also ensures that staffing for RSCE will be achieved through the redeployment of resources from the regional missions it serves.

Key Duties and Responsibilities:  Under the supervision of the Service Line Manager, the incumbent will be responsible for the following duties:

  • Manages the day to day functions of the Unit and co-ordinates all travel related matters within the field mission; supervises a team of junior Travel Assistants.
  • Manages the administration all official field mission travel, official shipments and incoming and outgoing shipments of personal effects, including the processing of requests for border clearance and the coordination of insurance coverage for all official and personal effects shipments.
  • Oversees and reviews the work of junior Travel Assistants for accuracy and correct application of the relevant rules and regulations.
  • Intuitively reviews travel claims and supporting documentation for completeness, accuracy, validity, and conformity with United Nations rules prior to forwarding them to the Finance Section.
  • Pro-actively coordinates with die Finance Section, regarding reimbursement of travel, which took -place after the financial period was completed. Associates claims with travel authorizations or other obligation documents. Prepares amendments to existing obligation documents as and when required. Ensures validity ofbudget allotment and object expenditure codes assigned.
  • Reviews the automated information management system and ensures that no daim is duplicated and that arrangements are made to collect charges for any deviation from the authorized itinerary and shipment allowance in excess of entitlements. Establishes reimbursable amount for each item and prepares a memorandum to the Finance Section requesting payment for the costs of transportation and excess baggage.
  • Manages and maintains accurate banking information in the database in consultation with the Finance Section. Produces reports; analyzes and prepares evaluation of current claims procedures and policies.
  • Actively coordinates with appropriate office for clarification or additional information and meet with officials from substantive offices or from troop contributing countries in order to discuss the details of particular claims, and to explain the nature of problems, delays and backlogs.
  • Coordinates with various Consulates and the host government Ministries of Foreign Affairs regarding the provision of transit visas and resident visas respectively. Verifies that services provided by the airline authorities and shipping agents are rendered satisfactorily and in accordance with the contract before processing invoices for payment
  • Ensures that the established Invitation to Bid (ITB) system is complied with and that the airline tickets are purchased at the most competitive market prices.
  • Offers technical guidance and assistance for protocol functions at points of entry fort the arrival/departure of VIPs and dignitaries. Manages a petty Cash fund for incidental costs such as emergency visa issuance.
  • Compiles data and information and prepares travel related reports on a regular basis.
  • Coordinates all official travel initiated via the United Nations aircraft
  • Works closely and coordinates with substantive offices to identify proper obligation documents.
  • Performs other duties as required.

Qualifications, Skills and Experience: 

  • The ideal applicant for the aforementioned United Nations RSCE job should hold an advanced University Degree, preferably in the field of business administration, travel, transport and related fields is required.
  • For holders of a Master’s Degree, at least two years of progressively responsible professional experience working with complex travel operations. For holders of a Bachelor’s Degree, at least four years of progressively responsible experience is required.

Personal Competencies:

Core Competencies:

Professionalism:

  • Thorough knowledge of travel related processing requirements; practical experience; ability to apply good judgment in the context of assignments given; ability to plan and manage conflicting priorities.
  • Advanced knowledge of airline booking procedures and systems and related fee structures.
  • Ability to utilise electronic booking systems.
  • Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns;
  • Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
  • Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork:

  • Works collaboratively with colleagues to achieve organizational goals
  • Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others
  • Places team agenda before personal agenda
  • Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position
  • Shares credit for team accomplishments and accepts joint responsibility for team shortcomings

Client Orientation:

  • Considers all those to whom services are provided to be “clients ’ and seeks to see things from clients’ point of view Establishes and maintains productive partnerships with clients by gaining their trust and respect Identifies clients’ needs and matches them to appropriate solutions
  • Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems
  • Keeps clients informed of progress or setbacks in projects Meets timeline for delivery of products or services to travel

Planning & Organizing: Develops clear goals that are consistent with agreed strategies

How to Apply:

All suitably qualified candidates who wish to join the United Nations in the aforementioned capacity should submit their applications which should include the following documents:

  • Updated Curriculum Vitae
  • The United Nations Personal History form (P-11), download here
  • Copies of educational certificate(s) and a copy of National Driving License Class B, C, D, and E.

All applicants are strongly encouraged to apply by e-mail and must include the Vacancy Announcement Number and the Job Title and send to: rsce-hrs-recruitmentservices@un.org

Or send to: RSCE, Entebbe Support Base, Buku Road, P.O Box 710. Entebbe. Uganda.

All applicants are strongly encouraged to apply by e-mail and must include the Vacancy Announcement Number and the Job Title.

Application received after the established deadline will not be considered.

NB: All applicants MUST indicate the Job Opening # for which they are applying, on the subject line in the email or on the sealed envelope, e.g. RSCE-2014-NPO-HRS-003, NOB.

Deadline:  7th November, 2014

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