Travel Assistant

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.  With over 8,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Based in Geneva, Switzerland, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices in the region, providing management and financial/programmatic oversight of Global and Country specific Portfolios, Clusters and Operations Centres including hosting services, fund management, management advisory services, implementing projects, procuring goods and services and managing human resources.

 ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business unites and projects across the entire region.

The Travel Assistant is responsible for supporting the administration of travels of the UNOPS Geneva Office. He/she would work in close collaboration with the operations, programmes and projects teams in the Geneva Office.

Purpose and Scope of Assignment

§  Collect and review the approved travel plans of all staff and consultants for projects under the Geneva Office, ensuring their timely submission.

§  Provide information to staff, consultants and meeting participants on the most direct and economical route, and book itineraries in line with UNOPS Operational Instruction (OIs).

§  Calculate airfare for staff, consultants, meeting participants, and other official travellers and apply UN negotiated fares and other travel related service providers and websites, using AMADEUS for direct reservations.

§  Receive and review Travel Authorizations (TA). As required, verify invoices from service providers and follow through with UNOPS Portfolio teams on payments;

§  Ensure that UN Trip Security Clearances and FAMPI insurance coverage are requested for all trips at time of Travel Authorization approval for staff/ICA holders (through TRIP system), but also for consultants, meeting participants, and other official travellers.;

§  Ensure visa applications are complete and follow up with service provider (CIBT) for processing and return of the visa / UNLP.

§  Ensure that all travellers are well-informed of any changes to their travels (airline schedule changes)

§  Arrange and make hotel reservations for staff, visiting officials, consultants, and other travellers, as instructed;

§  Arrange for airport pick-up and drop off for new staff, visiting officials, consultants, and other travellers, as instructed.

§  Maintain an accurate and complete filing system for all travel arrangements in line with internal policy and procedures;

§  Make sure that AirPlus monthly statement is settled by Finance Unit on timely basis to avoid delayed payment penalties.

§  Perform other related duties as required.

§  Minimum of 5 (five) years of relevant administrative experience in the areas of administration and travel in the United Nations or International Organizations at the international level;

§  Experience in the use of industry standards and systems will be an asset;

§  Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web based management systems;

§  Professional knowledge of IATA policies and procedures will be an asset;

§  Fluency in written and spoken English and French is required. 

§  Knowledge of any other UN languages is an asset.  (UN languages are English, French, Arabic, Chinese Mandarin, Russian, Spanish).

[Instructions: Please delete this paragraph and insert relevant information below:

1. Contract type : Individual Contractor Agreement (ICA)
2. Contract level : Local ICA Support Level 5
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

   
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

This is a local position, therefore only Nationals of the duty station or applicants who are legally entitled (i.e. those with valid residence/work permit) to be employed in the duty station will be considered.

This position is based in Switzerland and the contract fee is not exempt from Swiss laws, including but not limited to laws regarding taxation, social security, accident and health insurance.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.