Admin & Travel Senior Associate

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UNOPS - United Nations Office for Project Services


Job categories Administration
Vacancy code VA/2024/B5017/28329
Department/office GPO, NYPO, PSC, Somalia Project Unit
Duty station Mogadishu, Somalia
Contract type Local ICA Support
Contract level LICA-7
Duration Ongoing contract (Open-ended, subject to organizational requirements, availability of funds and satisfactory performance)
Application period 05-Jun-2024 to 19-Jun-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

*CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE ENCOURAGED TO APPLY *Qualified female candidates are strongly encourag aed to apply

Under the direct supervision of the Admin & HR Analyst nd overall supervision of the Admin and Human Resources Manager, he/she will be responsible the following main duties:

Purpose and Scope of the Assignment

1.    General  Administration:

  • Inform and advise UNOPS personnel, consultants, partners and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding;
  • Liaise with UNOPS’ Administration, Travel and HR related groups on personnel administration and travel matters;
  • Research precedents and present recommendations to supervisor, taking into account institutionalized exceptions;
  • Establish and maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines. Follow up on teamwork processes to ensure clearance, approvals, and timely workflows;
  • Maintains accurate records of bookings, payments, transactions, phone calls and meetings;
  • Support the Head of Unit in the preparation of operational plans, performance reports and responses to compliance queries;
  • Support the Head of Unit in the development and implementation of inputs for the standard operating procedures for the travel and movement control related processes;
  • Support in securing, facilitation and the management of the personnel accommodation and related tasks.

2.       Travel:

  • Assist travel bookings of all staff in accordance with the UNOPS Travel Policy and standard operating procedures in a timely manner including new bookings, change of bookings, cancellations etc.
  • Ensures the provision of reliable, cost effective and efficient movement control services for the transportation of passengers and cargo (including dangerous goods requiring special handling) within the area of responsibility; and ensures that the most suitable air asset(s) is/are assigned to a task to achieve the maximum safety, cost efficiency and effectiveness in the mission support;
  • Provides customer with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;
  • Assist in processing and requesting transportation carrier tickets, using computer printer system or system link to travel carrier;
  • Support in handling travel issues, conflicts, complaints, cancelations and refunds;
  • Process movement of personnel (MOP) documents in the UN Field Support Suite system and coordinate approval within mission portal;
  • Raise Travel Authorizations (TA) for official travel and review TAs raised by personnel for non-official travel in relation to R&R and leave and verify for conformance and compliance with the UN and UNOPS Travel SOPs;
  • Conducts research on destinations and request Travel Agent for provision of most direct and economical routs;
  • Support with coordination and maintaining relationships with approved UNOPS travel agents;
  • Ensures that MOPs and TAs are published and communicated to all relevant elements in accordance with the established procedures and deadlines;
  • Support the Head of Unit on coordination with the respective government offices in Somalia and Kenya to obtain necessary Passenger clearances;
  • Support and act as a back-up to the Admin Associate in obtaining Entry Permits and Work Permits for personnel;
  • Support and act as a back-up to Admin Associate on onboarding and check-in processes.

3.       Information and Knowledge management:

  • Communicate closely with travelling staff on their travel dates, tickets, and updates on changes to their travel;
  • Monitors that travel and booking operations are conducted in compliance with Mission Air Tasking Orders, Standard Operating Procedures (SOPs), UN directives, UNOPS Transport Operations, UN Aviation Safety Manual and the host country’s Air Information Publications;
  • Oversees the proper functioning of area’s documentation/information system, including storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files;
  • Ensures the accuracy and validity of data recorded in the unit management information systems;
  • Prepare and maintain Travel Tracking Sheets of all inbound and outbound travel of personnel;
  • Provides weekly reports to the Head of Unit on the UNMAS Somalia travel planner, and quarterly reports to PSC New York on the official travel plan;
  • Prepare reports on accommodation availability for personnel and alert the Head of Department on any issues.

Education/Experience/Language requirements

Education:

  • A First Level University Degree (Bachelor of equivalent) with a minimum of three years of relevant experience; OR
  • High School (Secondary or equivalent) with a minimum of seven years of relevant experience is required.

Experience:

  • Relevant experience is defined as experience in travel operations, air traffic, aviation, cargo operations, general administration, business administration, support or related field.
  • Experience in report writing, record keeping and preparing appropriate reports is required.
  • Computer literacy is required.
  • Experience in monitoring, evaluation, quality control or quality assurance is required.  

Languages:

  • Fluency in English (writing, reading and speaking) is required. 
  • Fluency in Somali (writing, reading and speaking) is required. 

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