Org. Setting and Reporting
UNTSO was the first peacekeeping operation established by the Security Council, in its resolution 50 (1949), and continues to represent the commitment of the Council to assist in the implementation of the 1949 Armistice Agreements and their attendant ceasefires. In its resolution 73 (1949), the Council requested the Secretary-General to arrange for the continued service of such UNTSO personnel as might be required in observing and maintaining the ceasefire, as requested by the Council in its resolution 54 (1948), and as might be necessary in assisting the parties to the Agreements in the supervision of the application and observance of the terms of those Agreements. UNTSO is mandated to observe and maintain the unconditional ceasefires and assist the parties to the 1949 Armistice Agreements in the supervision of the application and observance of the terms of those Agreements. Its mandate derives from Security Council resolutions and decisions, including foundational resolutions 50 (1948), 54 (1948), and 73 (1949). UNTSO ’s activities are spread over Egypt, Israel, Jordan, Lebanon and the Syrian Arab Republic to maintain the regional liaison architecture established under the Armistice Agreements.
This position is located in the Travel Unit at UNTSO Headquarters, Jerusalem.
The Travel Assistant coordinates all official travel related issues to client missions (Military and Civilian staff).
Under the general supervision of the Travel Officer, the incumbent will carry out the following duties:
- Functions as an Umoja Travel Processing Officer (TPO), verify and certify travel requests, expense reports, and shipment requests for different travel categories. Calculates and approves lump sums for entitlement travel and determines the maximum reimbursable amounts for self-tickets.
- Coordinate the travel of civilian and military personnel, traveling to and from a wide range of member states in connection with mission duties.
- Review, calculate and approve entitlements for all official travel including self-ticketing where applicable, e.g., airfare, excess baggage entitlements, terminal expenses, airfreight entitlements, daily subsistence allowance for staff and dependents on official travel.
- Provide information about frequency of air services and provide advice to staff and consultants on the most direct and economical airfare rates for such travel, as permitted by the rules and regulations.
- Provide information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers.
- Contact airlines to negotiate least expensive fares e.g., discuss with travel agency management and with senior airline sales management for space on flights, reduced airfares, group discounts and reduced excess baggage charges, initiate issuance of tickets; discuss discrepancies and problems.
- Calculate the residual values of partially used tickets when there is a rerouting.
- Arrange for changes or cancellations requested by travelers and has tickets reissued, including obtaining reimbursement, where applicable.
- Convert departure and arrival times, as needed, and identify class of accommodation corresponding to the nature of the travel.
- Examine and pre-audit the official itineraries of staff members and military staff, as stated in the travel authorization, to determine air travel cost entitlement of the proposed official travel of the mission personnel and ensure conformity with established rules, regulations, and relevant directives.
- Review travel claims and supporting documentation for completeness, accuracy, and validity, prior to forwarding to the Finance Section for payment; ensure that entitlements are in conformity with UN Rules, Regulations, and policies. Refer discrepancies back to Administrative and /or Certifying Officers for clarification and possible correction.
- Compute and determine entitlements for the removal of personal effects, and coordinate the importation, exportation and insurance of such shipment of personal and household effects of staff and Uniformed Personnel; verify that both outgoing and incoming shipments, contain approved materials only.
- Verify for payment through UMOJA, invoices for services rendered to UNTSO by shipment service providers and submit verified invoices to the Unit supervisor for certification prior to submitting to the Finance Section for payment.
- Monitor the performance of the travel and shipment service providers, brings discrepancies to the attention of the Unit Supervisor.
- Participate in the technical evaluation of proposals submitted by prospective bidders for travel and shipment management services.
- Advise Administrative Office of more efficient and cost-effective routings with regard to more complicated staff itineraries and assist them in making travel plans in order to take advantage of the benefits to be derived from advance purchases or special promotional fares.
- Maintain records of all travel authorizations processed and records savings accrued to the organization as a result of the cost savings techniques employed.
- Calculate daily subsistence allowance for travel for senior UN staff or mission assignees and appointments, and other UN Staff, taking into account whether meals will be provided, which stopovers are designated official business or personal; depending upon actual category of the traveler.
- Advise substantive offices, travelers, plus mission personnel and movement control staff of arrival information, requesting arrangements to be made accordingly for traveler.
- Perform other duties as required.
Professionalism – Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Teamwork - Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & Organizing – Develops clear goals that are consistent with agreed strategies. Identifies priority activities of assignments. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Uses time efficiently.
High school diploma or equivalent is required.
Technical or vocational certificate in the field of business administration or travel and related matters or related fields is required.
Valid national driver’s license is required.
Technical or vocational certificate in the field of business administration or travel and related matters or related fields is required.
Knowledge of Microsoft Office applications (Word, Excel, Access, Power Point) is desirable
Airline reservation systems i.e. SABRE/AMADEUS/APOLLO/ GALILEO is desirable
A minimum of seven (7) years of progressively responsible experience in travel administration, including travel rate calculation, routing, and travel reimbursement, or related area is required. The minimum year of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
Experience in the use of Enterprise Resource Planning (ERP) systems, such as Umoja, SAP or equivalent is desirable.
Experience working for an international or multinational organization with a complex travel policy is desirable.
Familiarity with the United Nations Travel and Financial Rules and Regulations and procedures are desirable.
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English (both oral and written) is required. Fluency in the local languages Arabic and/or Hebrew is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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 be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.