Administrative Assistant (G5)

Org. Setting and Reporting The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and Information and Communications Technology (ICT) support. In addition to these services, the Office of the Director RSCE and support offices through the Deputy Director RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management. For more information, please visit https://rsce.unmissions.org. This Temporary Job Opening is located in the Travel Service Line at the RSCE under the Department of Operational Support. The Travel Assistant at this level reports to an operational Team Leader of the Travel Service Line. Responsibilities Within delegated authority, the Travel Assistant will be responsible for ensuring, or carrying out the following duties:

Assist in making travel plans in order to take advantage of the benefits to be derived from advance purchases or special promotional fares. • Maintain records of all travel authorizations processed. • Record savings accrued to the organization as a result of the cost savings techniques employed. • Calculate daily subsistence allowance for travel for senior UN staff or mission assignees and appointments, and other UN Staff, taking into account whether meals will be provided and which stopovers are designated official business or personal. • Prepare travel authorization depending upon actual category of the traveler and calculate all other costs, including excess baggage, terminal expenses, subsistence allowance and travel advance. • Advise substantive offices, travellers, plus mission personnel and movement control staff of arrival information, requesting arrangements to be made accordingly for traveller. • Perform other duties as required.

Competencies Professionalism: Knowledge of IATA rules and familiarity with United Nations Staff and Financial Rules and Regulations and procedures. Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. Client orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. Education High school diploma or equivalent is required.

Job Specific Qualifications

A technical or vocational certificate in the field of travel, business administration and related matters or related fields is required. IATA certificate is desirable. Work Experience

A minimum of seven (7) years of progressively responsible experience in travel administration, airline reservations and ticketing including fare construction, identifying difficult and complicated routes at the lowest possible fares is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level degree or higher. Experience in administration of a broad range of travel-related entitlements and benefits using Systems Applications and Products (SAP) or Enterprise Resource Planning (ERP) software e.g., Umoja or other similar platforms is required. Experience in application of United Nations or similar international organization's Staff Rules and Regulations in an operational travel environment is desirable. Having supervisory experience of an IATA accredited travel agency is desirable. Experience in a shared service center or similar setup is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://langu