Administrative/Travel Assistant (Retainer)

• Infrastructure
• Procurement 
• Project Management (full service, back on track)
• HR and Transactional Services
• Grant Management 
• Technical and Advisory Services

• Provide full cycle assistance with travel-related bookings & arrangements including transportation, hotel, visa applications for AUMCO personnel and partners in accordance with the UNOPS Travel Policy in a timely manner;
• Provide travelers with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;
• Communicate closely with travelers on their travel dates, tickets, and updates on changes to their travel;
• Ensure timely preparation of Travel Authorizations (manual and using electronic TADA tool) and submission of Travel Expense Claim forms and payment requests in the UNOPS ERP system;
• Ensure travelers obtain Security Clearance from the United Nations Department of Safety and Security and support travelers with raising security clearance requests on their behalf when necessary;
• Handle travel issues, conflicts, complaints, cancellations and refunds;
• Coordinate and maintain relationships with approved UNOPS travel agents;
• Conducts research on destinations and request Travel Agent for provision of most direct and economical routes;
• Support the enforcement of cost effective and advance planning measures to avoid last-minute bookings;
• Monitor and track progress with arrangement of travels, missions and events.
• Logistical support with organization of events (meetings, workshops, conferences);  
• Ensure filing of all travel related documents in line with established procedure;
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services.

• Secondary education required; 
• Certification in administration desirable or technical training in specialized secretarial and/or management/executive assistance training is highly desirable;
• University Degree in Business or Public Administration, or related fields is desirable.

• At least 4 years of progressive experience in travel management and related fields.
• Experience in the usage of computers and office software packages. Knowledge of G-Suit  applications is an asset 
• Experience in the usage of the ERP systems is an asset

• Fluency in English is required.
• Working knowledge of another official UN language is desirable.

Contract type: ICA

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.