Travel Assistant

The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening following vacancies for roster of qualified personnel to be based not only in Jakarta but also in other areas as required . Candidates will be assessed by UN Human Resources team for particular type/level of function

Work from home data entry Jakarta cheap hotels

Cheap hotels in jakarta Vacancies Contribution

Travel Assistant

Jakarta Raya

Responsibilities:

The United Nations (UN) system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancies for roster of qualified personnel.Candidates will be assessed by UN Human Resources team for particular type/level of function.

Under the supervision of the Administrative Associate, the Travel Assistant provides travel related services in a large Country Office ensuring high quality and accuracy of work in order to obtain the optimum travel services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel. The Travel Assistant closely monitors travel expenditures and internal cost and ensures their timely and accurate billing, settlement and cost recovery. The Travel Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

The Travel Assistant supervises other travel support staff and works in close collaboration Management Support and Business Development, Programme and Operations teams in the CO to ensure consistent service delivery.

Key Results Expected

Summary of Key Functions:

Implementation of operational strategies

Support to travel management processes

Implementation of sourcing strategies

Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies focusing on achievement of the following results:

Full compliance of UN rules and regulations, policies and strategies on travel management.

Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary.

Supports travel management processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

Processing of Purchase orders for travel in Atlas. Ensures availability of budget according to COA.

Processing of cost-recovery bills in Atlas for the travel services provided by UN to other Agencies.

Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.

Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.

Arrangements for security clearance when required.

Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.

Hotel reservations for visiting UN officials.

Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.

Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.

Processing of application and renewal of UNLP for UN staff.

Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.

Reconciliation of settlements to be paid by the Finance Unit.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

Collection and analysis of market situation on travel service area. Conduct of surveys/biddings of travel services.

Conduct of DSA survey; survey and analysis of most competitive hotel prices and quality of hotel services; submission of report to HQ and distribution of the Hotel list to all UN agencies.

Preparation of LTAs for travel and hotel services on behalf of UN Agencies

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the training for the programme, operations and projects staff on procurement and travel.

Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the execution of the CO travel services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UN capability in provision of efficient and first-class travel services.

Requirements:Recruitment Qualifications

Education: Secondary education. Specialized training in procurement and travel desirable.

Experience: 5 years of relevant administrative experience in the areas of administration, procurement or travel service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements: Fluency in the UN and national language of the duty station.

HOW TO APPLY

Interested candidates are invited to send the application in ENGLISH, with:

Cover letter, clearly specify suitability and availability date,

Applicant must complete P11 Form and submit as part of their application, which can be downloaded from http://www.undp.or.id/p11/P11_Personal_history.docx