Organisation: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: 23-Administration-RSCE-200704-R-Entebbe (R)
Reports to: Education Grant Team Leader
The Regional Service Centre in Entebbe, Uganda (RSCE) was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.
Key Duties and Responsibilities: Under the general supervision of an Education Grant Team Leader, the Travel Assistant GS-6 will carry out the following duties:
- Coordinate with the client missions CHROs and other relevant stakeholders to ensure Education Grant travel policy is complied with.
- Provide advice on education grant travel related to entitlements for all such travel and participate in education grant policy revisions.
- Actively participate in providing information about frequency of air services and provide advice to education grant travel eligible staff 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.
- May participate in contacting airlines to make reservations, negotiate least expensive fares e.g. related to education grant travel, 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.
- Provide input to draft communication to all stakeholder on changes to education grant travel policy.
- 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 education grant itineraries of eligible staff members, as stated in the travel authorization, in order to determine air travel cost entitlement of the proposed official travel of the traveller 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.
- Guide the 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.
- Review on a periodic basis education grant travel authorizations in relation to entitlements, which stopovers are designated official business or personal; depending upon actual category of the traveler, all other costs, including excess baggage, terminal expenses, and other travel related miscellaneous expenses such as COVID -19 testing.
- Perform other duties as required.
Qualifications, Skills and Experience:
- The applicant for the United Nations Regional Service Centre Entebbe (RSCE) Travel Assistant job should have completed a High school diploma
- A technical or vocational certificate in the field of business administration, travel and related matters or related fields is required.
- Familiarity with travel related operations including knowledge of Airline Passenger Tariffs and Airlines Booking System (ABS) or Official Airline Guide (OAG) is desirable
- At least seven (7) years of progressively responsible experience in travel administration, including travel rate calculation, routing, and travel reimbursement, or related area is required.
- Experience working in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programmes) or similar international organization in a conflict or post-conflict setting is desirable.
- Languages: fluency in English is required. Knowledge of French is desirable.
- Professionalism – Knowledge of Staff Regulations and Rules in an international setting. Knowledge of IATA visa requirements and familiarity with United Nations Staff and Financial Rules, Regulations and Procedures is desirable. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Familiarity with travel related operations including knowledge of Airline Passenger Tariffs and Airlines Booking System (ABS) or Official Airline Guide (OAG).
- Client Orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.
- Planning & Organizing – Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
How to Apply:
All candidates who wish to join the United Nations should apply online at the link below.
Deadline: 20th April 2023