Travel & Protocol Assistant

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12 Min Read
  • Contract
  • Kabul

UNDP - United Nations Development Programme


Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
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 the planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting the Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power.

The Travel & Protocol Assistant works in close collaboration with the Operations, Programme, and Projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery as well as high quality and accuracy of work. The incumbent provides support to the Protocol Associate and Travel Assistant on administrative and finance-related tasks while promoting a client and result-oriented approach.
 

Duties and Responsibilities
 

Summary of Key Functions:
⦁    Contributes to the implementation of operational strategies
⦁    Supports travel and protocol management processes
⦁    Contributes to the implementation of sourcing strategies
⦁    Supports knowledge building and knowledge sharing.

1.    Contributes to the implementation of operational strategies:
⦁    Full compliance with UN/UNDP rules and regulations, policies and strategies on protocol and travel management.
⦁    Full compliance with UN/UNDP rules and regulations in the implementation of effective internal control, proper design and functioning of a client-oriented travel and visa management system.

2.    Supports travel and protocol management processes for CO Units, UNDP projects, and at the request of other Agencies:
⦁    Assists in processing travel in Quantum via the Travel module;
⦁    Assists in processing cost-recovery bills in Quantum for the travel services provided by UNDP to other Agencies.
⦁    Follows up with contracted travel agent to ensure the provision of high-quality professional service and the most competitive price.
⦁    Processes travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors.
⦁    Processes requests for Afghanistan visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff as relevant.
⦁    Processes visa requirements for international official business travel by UNDP and other UN personnel.
⦁    Processes approvals required for VIP access to the Afghanistan Airports 
⦁    Prepares official communication in relation to travel and protocol services and in accordance with CO SOPs.
⦁    Provides support on hotel management and hotel reservations for visiting UN/UNDP officials.
⦁    Support to plan missions for delegations in country and within country.
⦁    Supports Travel Profile creation as required.
⦁    Prepares Travel related reports on a regular basis.
⦁    Supports to ensure audit readiness for all travel and protocol related activities.
⦁    Ensures the timely processing of invoices for travel service providers. 
⦁    Supports the maintenance of all documentation and records relating to the travel and protocol related activities. 
⦁    Supports the development of Logistics Notes for events, ensuring accuracy of information relating to travel and protocol matters.

3.    Contributes to the implementation of sourcing strategies:
⦁    Assists in the collection and analysis of the market situation in travel service areas.
⦁    Provides support on coordination of DSAs and assists in conducting administrative surveys.
⦁    Assists in planning for and the preparation of LTAs for travel and hotel services on behalf of UN Agencies.

4.    Supports knowledge building and knowledge sharing in the CO:
⦁    Participation in the training for the programme, operations, and projects staff on travel.
⦁    Sound contributions to knowledge networks and communities of practice.

Performs other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.

Institutional Arrangement

Under the overall guidance of the Operations Manager and the direct supervision of the General Operations Specialist, and the Protocol Associate, the Travel & Protocol Assistant will ensure the execution of the transparent and efficient provision of services and processes in the UNDP.
 

 
Competencies
Core Competencies
 
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

 Business Management- Customer Satisfaction/Client Management:  Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns. 

Administration & Operations – Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Administration & Operations – Travel Policy and Procedures: Travel Policy and Procedures – Interprets travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters; management and tracking of exception requests to the standard of accommodation; reporting to UN.

Administration & Operations – Travel Contract Management: Contract Management – oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers servicing HQ; support Country Offices and Regionals Centres in contracting TMS providers and negotiating airline discounts.

Administration & Operations- QUANTUM Travel and Expense Module: QUANTUM Travel and Expense Module – provides help desk support to UNDP and five other UN agencies

General (across the functions)- Project Management: Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals.

 
Required Skills and Experience

 
Education:
  • Secondary education is required or 
  • University  degree in Business Administration or Public Administration or  Tourism & Hospitality Management will be given due consideration but it’s not a requirement
Experience:
  • Minimum of 5 years (with High school diploma) or 2 years (with a bachelor’s degree) of relevant experience in administration, and travel/protocol coordination.
  • Experience in Microsoft Office applications (Word, Excel, etc.) and experience in working with web-based management systems is required.
Required skills:
  • Experience in Microsoft Office applications (Word, Excel, etc.) is required. 
  • Experience in Travel and Protocol management, visa processing, hotel and accommodation booking arrangement, Long Term Contract Management with the Travel Agent 
  • Previous experience in working with web-based management systems such as ERP systems is required.
Desired skills in addition to the competencies covered in the Competencies section:
  • Demonstrated experience with UNDP, UN agencies or other international organizations is an advantage 
  • Experience in Project Management or demonstrated experience in planning, organizing, and controlling resources is an advantage. 
  • Experience in financial analytics and financial management is an advantage. 
  • Experience with client engagement would be an advantage.
Required Language(s):
  • Proficiency in English is required – both written and oral.
  • Fluency in the local language of duty station Dari and/or Pashto is required.
 
Disclaimer

 

 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

 
Applicant information about UNDP rosters

 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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