Senior Travel Assistant
5 days ago
-Job Code Title:
SENIOR TRAVEL ASSISTANT
Department/ Office:
Economic and Social Commission for Asia and the Pacific
Duty Station:
BANGKOK
Posting Period:
25 November 2024-24 December 2024
Job Opening number:
24-ADM-ESCAP-248142-R-BANGKOK (O)
Staffing Exercise ID:
N/A
- United Nations Core Values: Integrity, Professionalism, Respect for DiversityOrg. Setting and Reporting
- The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.
This position is located in the Travel & Official Visa Sub-Unit (TOVS), General Services Unit (GSU) of the Conference and General Services Section, in the Division of Administration. The incumbent reports to the Chief of General Services Unit.
Responsibilities
- Under the direct supervision of the Chief of General Services Unit, and overall supervision of the Chief of Conference and General Services Section, the incumbent is required to perform the following functions:
- Assures accuracy of entitlements and figures and that cost of transportation is the most economical to the organization and that budget allotment and object expenditure codes are valid.
- Coordinates with finance personnel, 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
- Supervises the preparation of travel authorizations by calculating air fare, daily subsistence allowance, terminal expenses and other appropriate entitlements.
- Monitors and reviews travel claims and supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Rules. Reviews the automated information management system and ensures that no claim 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 relevant financial unit requesting payment for the costs of transportation and excess baggage.
- Oversees and maintains accurate banking information in the database in consultation with the relevant financial unit. Produces reports; analyzes and prepares evaluation of current claims procedures and policies and manages the Travel Management Company against the established and agreed upon KPIs of the contract.
- Liaises with airlines and travel agencies regarding their services, invoices and fares.
- Coordinates with the appropriate office for clarification or additional information and meets with officials from relevant offices in order to discuss the details of particular claims, and to explain the nature of problems, delays and backlogs.
- Coordinates with the various Embassies and Consulates regarding the provision of official visa for ESCAP and UN staff members.
- Drafts reports and generates statistics through collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Analyzes travel data, via utilization of business intelligence software, for advance purchase compliance rate and other travel activities and provides recommendations on saving opportunities.
- Acts as the Officer-in-Charge to Chief of GSU in his or her absence and takes full responsibility for the work of the Unit.
- Performs other related work as required.
- Competencies
- Core competencies
- 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 client.
- Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Managerial competencies
- Managing Performance: Delegates the appropr
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