Travel Arranger

Mission and objectives

UNDP believes that the people of Indonesia should have ownership over the programmes and projects we support. All UNDP programmes therefore actively promote the spirit of mutual respect, support and accountability and subscribe to the principle of national ownership as enshrined in the Jakarta Commitment – a declaration put forward by the government and its development partners in 2009 to strengthen aid effectiveness in Indonesia. In the true spirit of national ownership, all of UNDP’s assistance in Indonesia is implemented by national entities, including line ministries and the Ministry of National Planning and Development, and at the subnational level by line departments, provincial and district authorities as well as community groups. While each programme supported by UNDP has specific and varied objectives, capacity development is one aim that all UNDP programmes – in Indonesia and worldwide – have in common. This takes on many forms including institutional reform, leadership development, education, and training for members of the public such as journalists, and women’s communities. In line with this logic, UNDP advisers work side by side with Indonesian counterparts to strengthen capacities in technical matters, policy formulation and budget planning, amongst others.

Context

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP. While performing its core programme, UNDP also provided wide areas of operation services to other UN agencies who work in development areas where most of the services provided are closely related to administration and procurement areas. The need to have extra support occurred as providing various services requires continuous follow-up actions while at the same time achieving the yearly targeted delivery is also crucial for the office, especially in the operation. Due to the increasing volume and complexity of travel management, visa processing, and administrative support requirements, UNDP Indonesia seeks a dedicated UN Volunteer to support the effective delivery of travel and administrative services under tight deadlines while ensuring compliance with UNDP policies and procedures.

Task Description

Within the delegated authority and under the supervision of Administrative Analyst, the Travel Arranger will: 1. Provision of effective support in the area of Travel Itinerary & Ticketing Management

• Support Travel Management Services activities including but not limited to air, land and sea travel reservation, ticketing, hotel reservations, allowance calculation, submitting request using UNDP applicable tools in supporting the event.
• Process travel requests utilizing the UNDP ERP System (UNall and Quantum) and coordinate with the contracted Travel Agent. Ensure that bookings are based on the most direct and economical route as mandated by UN/UNDP rules (e.g., economy class for standard travel, adherence to Daily Subsistence Allowance (DSA) surveys, and cost recovery).
• Verify that all travel authorizations are validated by the appropriate budget owners prior to final ticketing for compliance and approval
• Process e-Requisitions and Purchase Orders (POs) related to travel expenses, including flight tickets, DSA, and terminal expenses, and facilitate the settlement of travel claims upon completion of travel.
• Coordinate all travel-related payment processes, including payments to travel service providers and contracted travel agents.
• Provide administrative and logistical support for meetings, workshops, and events requiring travel arrangements.
• Maintain accurate travel records, traveler profiles, and supplier databases, ensuring completeness, accuracy, and compliance with UNDP policies. 2. Provision of administrative support in Government Administrative, Visa and Stay Permit Formalities
• Support administrative requirements and related documentation, including preparation of official correspondence and supporting documents.
• Process and coordinate travel-related documentation and administrative requirements.
• Arrange and monitor security clearances through the TRIP system, ensuring travelers have completed mandatory BSAFE training prior to travel.
• Follow up proactively on administrative requirements and travel-related processes to ensure timely completion.
• Maintain and regularly update databases and records related to personnel and administrative processes.
• Provide travelers with accurate information on travel entitlements, routing options, accommodation policies, and other travel-related requirements.
• Maintain up-to-date traveler profiles and supplier databases. 3. Effective support for payment process and monitoring, procurement and cost recovery admin
• Conduct travel cost analyses and identify opportunities for cost savings through effective planning and negotiation with travel service providers.
• Resolve travel-related issues, including itinerary changes, cancellations, and ticket refund processes, in a timely manner.
• Prepare Requests for Payment (RFPs) and verify the completeness and accuracy of supporting documentation.
• Support procurement activities in compliance with UNDP rules, regulations, policies, and procedures.
• Liaise with potential vendors and support administrative aspects of procurement processes, including preparation of documentation, vendor communications, and filing in accordance with UNDP procedures.
• Assist in creating and monitoring Purchase Orders and procurement-related documentation.
• Support the monitoring of Admin One Click processes and ensure timely processing of administrative transactions. 4. The staff should avoid any kind of discriminatory behavior including gender discrimination and ensure that
• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced 5. Supports knowledge building and knowledge sharing focusing on achievement of the following result:
• Participation in the trainings for the operations/ projects staff.
• Any other related tasks as may be required or assigned by the supervisor. 6. Results/expected outputs:
• As an active UNDP team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNDP and its beneficiaries in the accomplishment of her/his functions, including:
• Results/Outputs can be modified as appropriate; should not entirely mirror the task description but serve as a basis for workplan and deliverables]
• Timely and accurate processing of travel requests, ticketing, travel authorizations, and travel claims in compliance with UNDP policies.
• Effective coordination and monitoring of visa, stay permit, UNLP, and government administrative formalities.
• Timely processing and monitoring of travel-related payments, procurement-related transactions, and cost recovery activities.
• Accurate and up-to-date maintenance of travel, visa, and administrative records and databases.
• Responsive, client-oriented, and high-quality administrative support provided to UNDP programmes, projects, and partner agencies.
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated, and documented in all activities throughout the assignment.
• A final statement of achievements towards volunteerism for peace and development during the assignment, including reporting on activities participated in, capacities developed, and contributions to the promotion of volunteerism.

Competencies and values

Values

• Respect
• Integrity
• Trust
• Accountability
• Sustainability Competencies
• Demonstrates self-awareness and ethical awareness
• Works collaboratively with others
• Builds and maintains partnerships
• Innovates and embraces change
• Thinks and acts strategically
• Drives to achieve impactful results
• Manages ambiguity and complexity
• Planning and organizing
• Professionalism
• Sound judgement and decision-making
• Adaptability, flexibility and self-management

Living conditions and remarks

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.