Programme Associate on Travel

The Position:

This position is located in the Operations Team within the UNFPA Regional Office for Eastern Europe and Central Asia, works under direct supervision of the Regional Operations Manager and in close collaboration with the Programme Assistant on Humanitarian, the Program Support Team (PST), the Personal Assistant to the Regional Director (PA) and the Logistics/Driver. The incumbent maintains professional contacts with personnel at all levels in UNFPA EECARO in the provision of travel services. In addition, the Programme Associate Travel) establishes, liaises and maintains professional contacts with personnel in other UN Agencies, UNFPA HQ and the selected travel vendors in order to promote consistency in travel procedures.

How you can make a difference:

UNFPA 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. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Programme Associate (travel) ensures execution of transparent and efficient travel and administrative services and processes in the Regional Office. The incumbent will promote a client-focused, quality and results-oriented approach and work in close collaboration with the operations, programme, technical and projects’ personnel in the Regional Office for resolving travel and administrative-related issues and information exchange.

Primary functions include:

• Provide support in the implementation of UNFPA travel Policy and procedures in close cooperation with the Programme Assistant on Humanitarian, Programme. Support team members, Personal Assistant of the RD and the Logistics/Driver.
• Maintain uptodate travel plan for the office.
• Assist in obtaining official visas and documents for travel of UNFPA EECARO personnel.
• Prepare travel authorizations, and process related travel requests for UNFPA EECARO personnel.

Act as main focal person on travel and provide support to UNFPA EECARO personnel on all

official travel related matters.

You would be responsible for:

Support the implementation of UNFPA travel policies and procedures 

• Ensure that all travel is undertaken in strict compliance with policies.
• Maintain office travel plan, and ensure timely submission and approval of the revisions.
• Support UNFPA EECARO personnel with obtaining official visas and travel related documents, through timely liaising with consulates and related authorities and with

the assistance of the EECARO Logistics/Driver.

• Work in close collaboration with the Programme Assistant on Humanitarian, the Personal Assistant to the RD and the Programme Support Team members to timely

raise all travel related transactions in the UNFPA corporate Enterprise Resource Planning (ERP) system.

• Manage the processing of Travel Authorization, raising requests for travel related payments, ensuring that they are properly formulated in accordance with UNFPA

Travel Policies and Procedures and the applicable UN Regulations and Rules.

• Maintain office travel tracking and filing system to oversee travel completion and processing of the necessary documentation, including raising travel advances,

Purchase orders to travelers and trave l agent, F10s and etc, and ensure timely follow up with relevant parties when required.

• Efficiently liaise with UNFPA Travel Agents to support travels of UNFPA EECARO personnel, including ticket booking, issuance and reconciliation.
• Manage travel processing in the UNFPA corporate Enterprise Resource Planning (ERP) system as a buyer through timely creation of POs.
• Ensure timely verification and invoicing for travel by the UNFPA travel agent.
• Independently interpret and apply all relevant policies to the calculation and disbursement of travel entitlements.
• Stay updated on Travel Policies & Guidance Notes and assist UNFPA personnel in understanding and complying with the policies.
• Establish and maintain relationships with travel service providers, work with other United Nations Agencies to negotiate common contracts, and obtain favorable rates.
• Monitor the quality of services provided by vendors and address any issues as they arise.
• Respond to Regional Office travel clarifications and queries in a timely manner.
• Produce travel related reports as and when required.
• Make recommendations for improving travel efficiency and cost-effectiveness.
• Undertake audit preparations on travel related activities.
• Liaise with Operations, Human Resources Team, Programme Support Team and other relevant parties as needed to resolve travel related issues.
• Perform any other activity as required in order to assure the success of the work team in support of the UNFPA mandate and strategy.

Qualifications and Experience: 

Education: 

Secondary Education with supplemental training in travel services and/or administrative services. First level university degree is desirable.

Knowledge and Experience: 

Minimum six (6) years of relevant experience in administration & travel coordination and management.

Exceptional organizational and communication skills.

Experience in roles involving handling competing priorities and time sensitive deadlines is desirable.

Proficiency in travel management software and expense reporting tools.

Proficiency in current office software applications and corporate IT systems.

Strong attention to detail and problem-solving abilities.

Experience in handling web based management systems is an advantage.

Knowledge of data analytics is an asset.

Languages: 

Excellent command of fluent English and Turkish required; knowledge of other official UN languages, desirable.

Required Competencies: 

Values:

Exemplifying integrity, 

Demonstrating commitment to UNFPA and the UN system, 

Embracing cultural diversity, 

Embracing change

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,

Functional Competencies:

Working with teams

Self-management/Emotional Intelligence

Communication

Analytical and Strategic Thinking

Results orientation/Commitment to excellence

Appropriate and transparent decision making

Compensation and Benefits:

This position offers an attractive remuneration package, including a competitive net salary plus health insurance and other benefits as applicable, subject to funding approval.

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.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

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