Denmark: Travel Assistant, GS-5, UNICEF Supply Division, Copenhagen

Organization: UN Children’s Fund
Country: Denmark
Closing date: 17 Oct 2017

Travel Assistant (GS-5 level) UNICEF Supply Division, Copenhagen

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children’s rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

For every child,commitment**

The Administration unit of Supply Division, Copenhagenis an integral part of the Financial Management and Administration center (FMAC) and supports UNICEF’s work for children by offering services to all UNICEF SD staff members on a daily basis in the areas of transport and travel, office facilities management general administration services, staff safety and security and coordinating meetings/conferences and workshops which facilitates Supply Division staff to carry their duties in support of children efficiently and effectively.**

How can you make a difference?

Under the supervision of the Administration Manager, the Travel Assistant (post no: 18634) is responsible for the proper execution of all duties relating to the provision of travel services for both duty and entitlement travel within Supply Division, in compliance with applicable policies and procedures.

  1. Responds to verbal/written travel related queries; reviews travel requests, consults staff by e-mail / visit and recommends feasible and most economical routings.

  2. Facilitates urgent cases/changes/amendments, including during off-office hours if needed in the context of emergencies driven duty travel.

  3. Pro-actively informs travelling staff of visa, security/medical clearance requirements.

  4. Reserves air travel for duty travel, repatriation, transfer, home leave and family visit, education grant travel, along with travel arrangements for consultants, candidates and new recruits resident in Denmark upon request from NY Headquarters. Arranges ticketing for at times complicated itineraries through the use of the current travel system Amadeus and collaborates with the external travel agency as needed on itineraries and fares.

  5. Verifies, checks and certifies agency invoices, follows-up on ticket refunds to ensure that all credits due are received in timely manner.

  6. Reviews SAP Travel Authorizations (TA) for completeness and accuracy in line with UNICEF rules and regulations.

  7. Upon confirmation that the TA is accurate, posts TAs in vision and indicates house bank and unblocks payments for the travel agent.

  8. Processes travel claims: Reviews completion of documentation, verifies itinerary against actual travel, checks stopovers, calculates misc. claims/hotel overage, and acquires certification of such as required.

  9. Monitors the Manager’s Dashboard for open TAs and sends reminders to staff members and follows up with the staff members who’s TAs are open to have them certified within the required time as per UNICEF rules.

  10. Processes Visas for outside of the duty station, (advice requirements, application, photos, letter, coordinate transport, and telephone contact). Prepares visa application letters to embassies and coordinates the application and renewal of UNLP for all staff members.

  11. Maintains and facilitates the use of an on-line booking tool (OBT) for direct bookings of flights as per LTA for travel agency services, including providing for support/advise to (new) staff in the usage of the system.

  12. In compliance with established rules and regulations, assists International staff with unaccompanied shipment of household/personal effects.

  13. Performs additional duties required by supervisor due to exigencies of the work.**

    To qualify as an advocate for every child you will have…

    Requirements:

  14. Completion of Secondary education.

  15. 5 years administrative experience with booking systems in a travel agency/airline or in a travel section of an international organization or a large private company.

  16. Proficient in the use of Amadeus air ticketing system and Online Booking Tools ( OBT)

  17. Fluency in English is required.

  18. Residency and valid work permit for Denmark

Desirables:

  1. Working knowledge of a second UN language (French, Spanish, Arabic, Russian, Chinese)
  2. Knowledge of Danish.
  3. Proficiency in Excel with good knowledge of databases.
  4. Knowledge of travel rules and regulations according to IATA

For every Child, you demonstrate…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. In addition, the following functional competencies will be required for this position:

  1. Analysing
  2. Learning and Researching
  3. Planning and Organising
  4. Following Instructions & Procedures

To view our competency framework, please click here: https://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

Remarks

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

The closing date of this position is 17 October 2017.

Please be informed that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process. Queries can be directed to Lilia Winkel-Petersen at lwinkel@unicef.org

Visit us at www.unicef.org/supply/ **

How to apply:

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=507616

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