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. NDP is working with the Government of Pakistan, civil society, national partners and the people of Pakistan to help find solutions to persistent development challenges. We work to build lasting institutional capacity, provide technical expertise to improve development outcomes, and help link the Government and people of Pakistan to innovative global solutions in areas such as improved data quality and collection, strong and accountable governance mechanisms and capacities to respond effectively to conflict and disasters, better environmental management, climate change finance and adaptation.
Position Purpose:
Under the supervision of the Operations Manager, Head of General Admin Unit, and/or direct supervisor, the Travel Management Associate provides travel related services in the Country Office ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex travel related issues. The Travel Associate closely monitors travel expenditures and internal costs, and ensures their timely and accurate billing, settlement and cost recovery. The Travel Management Associate promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.
The Travel Management Associate works in close collaboration with Country Office Programme and Operations teams, other UNDP offices, nonresident UN agencies, local and national government officials, airlines and other travel vendors/agencies to ensure consistent service delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities Implement operational strategies and processes for high quality and cost-effective travel management for the Country Office, projects and at the request of other Agencies in full compliance with UN/UNDP rules, regulations and polices: - Provide information to staff on travel including entitlements, travel route and hotel arrangements. Process travel requisition and 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 competitive prices.
Make hotel reservations for visiting UN/UNDP officials. Arrange for airport pick-up of high-level officials and provide support including immigration procedures, as necessary.
Process requisitions, claims, and invoices for travel (tickets and DSA) in ERP/UNALL. Ensure availability of budget according to PTAEO.
Process requests for visas for all UN travelers, and requests for Resident Permit and Diplomatic Identification Cards for international staff. Support processing of application and renewal of UNLP, and safekeeping of staff passports.
Process cost-recovery bills for the travel services provided by UNDP to other Agencies, UNDP projects; and reconcile settlements to be paid by the Finance Unit. Facilitate processing of payments to travel vendors and agents.
Prepare routine correspondence, memoranda and reports in accordance with Country Office Standard Operating Procedures (SOP).
Contribute to implementation of cost-competitive sourcing strategy in the Country Office:
- Collect and analyze information on market situation in travel service area. Conduct surveys and biddings of travel services.
- Support the conducting of Daily Subsistence Allowance (DSA) surveys including those for ICSI and hotel surveys.
- Survey, analyze and prepare reports on most competitive prices and service quality of hotels. Submit reports to HQ and distribute Hotel list to all UN agencies.
- Implement cost saving measures through negotiation with travel service provider, arrangement of the most economic route, and appropriate itinerary.
- Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.
- Lead the process of invoices verification, payments and follow ups for the travel related payments.
- Initiate the process for timely renewal of the Contract Agreements/LTAs with the travel agents or initiates afresh procurement processes for selecting the new travel agent (s) by involving the travel focal points of the UN agencies interested to subsume the future contract.
- Provide input to the LTAs for travel and hotel services on behalf of UN Agencies.
Provides support for effective administrative and financial control in the office:
- Process travel related requested for non-resident agencies, review their financial authorization, and take action in accordance with it.
- Maintenance of data integrity, analysis of results and initiation of corrective action when necessary.
- Proper control of supporting documents of funds and activities. Provision of the information for the audit.
- Organizes workshops, conferences, retreats and formulate budget for the related events.
- Ensure processing of cost recovery bills for the travel services provided by UNDP to other agencies including nonresident agencies.
- Compliance review of travel requisitions (TRs), travel claims (TCs) in accordance with established policies and procedures and approve TRs and TCs accordingly.
Support knowledge building and knowledge sharing in the Country Office:
- Organizing training for the programme, operations and projects staff on travel related processes.
- Briefing/debriefing of staff members on issues related to area of work.
- Make sound contributions to knowledge networks and communities of practice.
- Attend travel related meetings including General Admin Working Group meetings.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: Yes
The Travel Management Associate supervises the Administrative Associate and works in close collaboration with the Head of General Admin Unit in the CO to ensure consistent service delivery.
Competencies Core :Achieve Results: LEVEL 2
- Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively: LEVEL 2
- Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously: LEVEL 2
- Go outside comfort zone, learn from others and support their learning
Adapt with Agility: LEVEL 2
- Adapt processes/approaches to new situations, involve others in change process
Act with Determination: LEVEL 2
- Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner: LEVEL 2
- Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion: LEVEL 2
- Facilitate conversations to bridge differences, considers in decision making
People Management: UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical:
Administration & Operations - Events management (including retreats, trainings and meetings:
- Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Administration & Operations - Travel policy and procedures:
- Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters
Administration & Operations - ERP travel and expense module:
- Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agencies
Administration & Operations - UN travel documents:
- Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement
Administration & Operations - Entitlement travel:
- Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies
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.
Business Management - Communication:
- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
- Ability to manage communications internally and externally, through media, social media and other appropriate channels
Required Skills and Experience Education: - Secondary education is required.
- University Degree (Bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
Experience: - Minimum 6 years (with secondary education) or 3 years (with Bachelor’s degree) of relevant and progressively responsible experience in the areas of administration, programme support service, and/or travel service is required.
- Prior relevant experience with the United Nations common system and/or other international organization is desired.
- Prior experience with providing administrative support to large scale operations is desired
- Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of web-based management systems such as ERP.
Language:
- Fluency in English language is required.
- Fluency in Urdu language is required.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer 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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