Job Description
Programme Title: Operations Unit
Post Title: Travel Clerk
Post Level: Service Contract, SB2/Mid
Duration of the service: one year with possible extension
Duty Station: Kyiv
Full/part time: Full time
The position:
Under the overall guidance of the International Operations Manager and direct supervision of the Administrative Assistant, the Travel Clerk will be responsible for processing all UNFPA Ukraine CO travel related requests, and when needed accommodation requests
How you can make a difference:
UNFPA, the United Nations Population Fund, 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. The Fund operates globally since 1969 in more than 150 countries and territories. UNFPA focuses on women and young people, because these are the groups whose rights are often compromised. UNFPA has been active in Ukraine since 1997.
In accordance with the organisational mandate and national development priorities of Ukraine, UNFPA implements a country programme of technical assistance to Ukraine for 2018-2022. Among several priorities, the country programme seeks to contribute to the development of robust national system of response and prevention of domestic and gender-based violence (GBV), establish functional intersectoral coordination and accountability mechanisms and enhance institutional capacities at the national and regional levels to ensure that majority of gender-based violence survivors seek and have access to good quality survivor-centred services, and Ukrainian society finds GBV unacceptable.
Since the start of the large-scale military invasion of Russia to Ukraine in February 2022, UNFPA implements a comprehensive nationwide Humanitarian Response Plan to provide life-saving GBV and SRH services to women and girls across Ukraine.
Through its GBV Response and Prevention Programme, UNFPA contributes to improving safety and security of women and girls, and thus, their willingness to participate in community life, including in conflict-affected communities. Women’s engagement and empowerment in community dialogue, including in displacement, is essential for laying a strong foundation for recovery and sustainable peace and development.
UNFPA is seeking highly-motivated candidates that share our passion of making a sound contribution to creating a Ukrainian society free from domestic and gender-based violence. We need strong professionals who are innovative, committed to excellence and keen to transform, inspire and deliver high impact and sustained results.
Job Purpose:
Travel Clerk, under the overall supervision of the UNFPA International Operations Manager and under direct supervision of the Administrative Assistant, coordinates travel and logistical support for the UNFPA country office and field offices, by adhering to UNFPA policy, standard rules and regulations. They receive, review, and process Official Travel Authorizations (OTAs). The Travel Clerk is responsible for organizing official travel and managing the travel booking system. They act as a liaison between UNFPA and the Travel Agent to ensure timely booking and issuance of the most economical and cost-effective tickets, as well as accurate financial calculations for travel reimbursement. Additionally, the Travel Clerk maintains records of all official travels.
Major Duties and Responsibilities:
1.Ensure timely and optimized provision of Travel Services in accordance with UNFPA Travel policies and procedures
Assist in all domestic and international bookings for air/railway travels in coordination with vendor(s) for travel management services as well as appropriate coordination with UNFPA contracted travel agent in accordance with security rules and regulations as approved by the UN Department of Safety and Security (UNDSS);
Validate and conduct an independent research on flight options/routes through the most direct and economical route according to the travel policy and find alternatives that would result to cost savings for the Organization in terms of soliciting promotions and frequent-flyer rewards from air carriers and transport operators;
Ensure that all related documentation and pre-requisites are complied with and checked against established policies and practices;
Manage the processing of Travel Authorizations (TA) and Travel Claims (F10), and other travel-related requirements and register each activity accordingly in the available travel tracking systems either online or otherwise ensuring that they are properly formulated in accordance with UNFPA Travel Policies and Procedures and the applicable UN Regulations and Rules as required;
Direct the work of travel arrangers as required for accuracy and correct the application of the relevant rules and regulations as necessary. Coordinate action with the appropriate office in order to obtain additional information or resolve issues as necessary. Provide advice and training as required;
Confirm that travel routing and class of travel is the most cost-effective and meets the Organization’s need as required;
Interpret and apply all relevant policies to the calculation and disbursement of travel entitlements as required;
Periodically review UNFPA Travel Policy for the purpose of: identifying solutions to issues inadequately addressed in the policy; incorporation of new developments in policy application; harmonization with other UN entities, etc.;
In coordination with the traveler and Programme assistants, check and verify document requirements including eligibility, DSA payments, travel claim reimbursements and security clearances, among others;
Raise requisition for the travel-related activities of the assigned personnel and payments and facilitate monthly reconciliation of accounts with Finance Section;
Perform protocol-related activities when required particularly for new arrivals, visitors, delegations and other similar arrangements while coordinating with various units for hotel, guesthouse or village accommodation, transport arrangements and security briefings;
Facilitate dispatching of documents and/or items with courier services when required;
Closely liaise with staff and personnel on travel status concerning entitlements, routes, rebooking, cancellations, and payments, among others;
Maintain accurate records of all activities, bookings, payments, account reconciliations, and official pouches sent and/or received through courier providers;
Any other activity assigned by the Administrative Assistant;
2. Participate in Monitoring and Reporting activities
Gather and consolidate travel related data as required;
Log all travel process information on passports and other travel related documents;
Reconcile financial data for ticket payments with the travel agents;
3. Develop productive relationships with internal and external stakeholders
Establish robust links with UNFPA travellers/arrangers and externally with all relevant service providers;
Train and assist staff members as required on travel policies/ processes/ systems/ tools;
Liaise with external providers (UNDP Travel Unit/Visa protocol section) to ensure timely and efficient delivery of travel services;
Liaise with airlines and travel agencies regarding their services, invoices and fares as needed;
Qualifications and Experience:
Minimum 3 years of working experience as a travel clerk, administrative assistant/clerk, or in other related fields, part of which should preferably have been in an international environment;
Excellent Computer skills (Windows 11, Microsoft Office (especially Excel));
Knowledge of international ERP systems such as Oracle would be an asset;
Ability to adjust to a broad range of new tasks in a complex administrational environment in a short timeframe;
Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities.
Education:
Completion of secondary school education; college education highly desirable
Languages:
Working knowledge of English, and fluency in Ukrainian.
Required Competencies:
Values:
Exemplifying integrity
Demonstrating commitment to UNFPA and the UN system
Embracing cultural diversity
Embracing change
Functional Competencies:
Advocacy/ Advancing a policy-oriented agenda
Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
Delivering results-based programmes
Internal and external communication and advocacy for results mobilisation
Core Competencies:
Achieving results
Being accountable
Developing and applying professional expertise/business acumen
Thinking analytically and strategically
Working in teams/managing ourselves and our relationships
Communicating for impact
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Please APPLY for this position via the link before 16 December 2023
