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Travel Assistant

1 month ago

กรงเทพมหานคร, Thailand United Nations Full time

This position is located in the Regional Office for Southeast Asia and the Pacific (ROSEAP), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) in Bangkok, Thailand. The Travel Assistant will work under the overall guidance and direct supervision of the Executive Assistant.

**Responsibilities**:
The focus of this position is to assist in providing travel-related. As member of a team, the Travel Assistant will assist in the implementation of the rules and guidelines regarding travel and entitlements. The incumbent will promote a client-oriented approach consistent with UN/UNODC rules and regulations. Within assigned authority, the Travel Assistant will be responsible for the following specific duties:

- Perform a wide range of support and administrative functions related to travel. Provide information and guidance to the administrative offices, staff and consultants about frequency of air services on the most direct, efficient, economical/cost-effective routings (including more complex itineraries) and airfare rates, as permitted by the rules and regulations. As member of a team, assist in making travel plans.
- Provide information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers. Research, compile and organizes information and reference materials from various sources.
- Contact travel agencies and airlines to make reservations, negotiate least expensive fares, e.g. discuss reduced airfares, group discounts and reduced excess baggage charges, initiate issuance of tickets; discuss discrepancies and problems.
- Assist in calculating the residual values of partially used tickets when there is rerouting.
- Assist in arranging for changes or cancellations requested by travellers and arrange tickets to be reissued, including obtaining reimbursement, where applicable.
- Assist in examining and pre-auditing the official itineraries of staff members and other travellers, as stated in the travel of the mission personnel and ensure conformity with established rules, regulations, and relevant directives.
- Assist in reviewing travel claims and supporting documentation for completeness, accuracy and validity, prior to forwarding to other UNODC colleagues; ensure that entitlements are in conformity with Staff Rules. Refer discrepancies back to the Executive Assistant and/or Certifying Officers for clarification and possible correction.
- Provide logístical and administrative support, if required. Perform data entry and extraction functions. Perform data entry and extraction functions for the work unit.
- Perform other work-related duties, as required.

Competencies
- Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
- 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.

Education
High school diploma or equivalent is required. Specialized training in travel is desirable.

Job - Specific Qualification

Work Experience
A minimum of three (3) years relevant administrative experience in the areas of travel or administration is required.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.

Working experience with an Enterprise Resource Planning (ERP) system is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Special Notice

United Nations Considerations

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can