UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, innovative, self-driven and responsible with a high sense of client orientation and increased communication skills in order to ensure highest quality services for UNFPA staff.

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Job Description

The Position:

This position is located in the Operations Unit within the UNFPA Regional Office for East & Southern Africa.  The incumbent maintains professional contacts with personnel at all levels in UNFPA ESARO in the provision of travel services. In addition, s/he establishes, liaises and maintains professional contacts with personnel in other UN Agencies, UNFPA HQ and the selected travel vendors in order to promote consistency in travel procedures. 

You will report to the International Operations Manager.

Job Purpose:

The Travel Associate ensures execution of transparent and efficient travel and administrative services and processes in the Regional Office. The incumbent will promote a client-focused, quality and results-oriented approach and work in close collaboration with the operations, programme and projects’ personnel in the Regional Office for resolving travel and administrative-related issues and information exchange. 

Primary functions include:

Provide support in the implementation of UNFPA Travel Policy and procedures.

Process travel requests, travel claims and expense reports.

Provide support to UNFPA ESARO personnel on travel related matters. 

Assist in the preparation and organization of workshops, conferences, meetings conducted at UNFPA ESARO.

You would be responsible for: 

1. Support the implementation of UNFPA travel policies and procedures 

Ensure that all travel is undertaken in strict compliance with policies.

Manage the processing of Travel Requests (TR) and Travel Claims (TC), ensuring that they are properly formulated in accordance with UNFPA Travel Policies and Procedures and the applicable UN Regulations and Rules.

Manage travel processing in the UNFPA corporate Enterprise Resource Planning (ERP) system. 

Verify travel expense reports (F10s) in the online system to ensure compliance to set guidelines.

Independently interpret and apply all relevant policies to the calculation and disbursement of travel entitlements.

Stay updated on Travel Policies & Guidance Notes and assist UNFPA personnel in understanding and complying with the policies.

Verify invoices received from travel agents and ensure payments are timely effected. Keep records of all payments made for reconciliation purposes. 

Establish and maintain relationships with travel service providers, work with other United Nations Agencies to negotiate common contracts, and obtain favorable rates.

Monitor the quality of services provided by vendors and address any issues as they arise.

Respond to country office travel clarifications and queries in a timely manner.

Produce travel related reports as and when required.

Make recommendations for improving travel efficiency and cost-effectiveness.

2. Workshop/Conferences/Meetings Support

Provide support in the preparation and organization of workshops, conferences and or meetings conducted by UNFPA ESARO.

Maintain an accommodation database including daily rates and the different types of rooms available in the UNDSS cleared hotels. 

3. Perform other travel-related support functions 

Undertake audit preparations on travel related activities.

Liaise with HR, Finance, IT and other relevant parties as needed to resolve travel related issues.

Act as a backup to the Administrative Associate.

Perform any other activity as required in order to assure the success of the work team in support of the UNFPA mandate and strategy.

Qualifications and Experience: 

Education: 

Secondary Education with supplemental training in travel services and/or administrative services. First level university degree is desirable.

Knowledge and Experience: 

Minimum six (6) years of relevant experience in administration & travel coordination and management.

Exceptional organizational and communication skills.

Experience in roles involving handling competing priorities and time sensitive deadlines is desirable.

Proficiency in travel management software and expense reporting tools.

Proficiency in current office software applications and corporate IT systems.

Strong attention to detail and problem-solving abilities.

Experience in handling web based management systems is an advantage.

Knowledge of data analytics is an asset.

Languages: 

Excellent command of fluent English required; knowledge of other official UN languages, preferably French and/or Spanish, desirable. 

Required Competencies:

Values:

Exemplifying integrity, 

Demonstrating commitment to UNFPA and the UN system, 

Compensation and Benefits: 

This position offers an attractive remuneration package including a competitive net salary plus annual leave, health insurance and other benefits as applicable.

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