TRAVEL OFFICER [Temporary]

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.

Under the strategic guidance of the Department of Operational Support (DOS),
the Kuwait Joint Support Office provides efficient and client-oriented
services with the goal of moving transactional, non-location dependent
administrative functions from its client entities. These include transactional
elements of human resources, finance, travel and payroll.

This position is located within the Travel Management Unit of the Kuwait Joint
Support Office (KJSO). The Travel Officer/Chief Travel Unit reports directly
to the Deputy Chief of KJSO.

The incumbent is expected to manage all activities of the Travel Management
Unit within the KJSO including the management of staff and budgeted resources.
The incumbent will serve as the principal advisor to the Chief of KJSO on all
travel related matters.
Responsibilities
The Travel Officer will be responsible for the performance of the following
duties:
Administration of travel
* In collaboration with other UN entities, as appropriate, participate in the specification of requirements for, as well as the selection, contract administration and performance evaluation of travel management services provider(s), to ensure efficiency in meeting the needs of the clients.
* Liaise with all relevant actors to forecast and establish service requirements for all official travel, identify priorities, and schedule work and appropriate workflows between divisions and the Travel team.
* Organize arrangements for hotel bookings, visas and vaccination requirements for staff attending sessions of Conferences of the Parties, subsidiary bodies, other constituted bodies and travelling on any other mission; obtain approval for special or ad-hoc DSA rates.
* Oversee the work of Travel Assistants providing advice to and personally advise senior staff and official travelers on travel issues, including the resolution of complex problems and emergencies.
* Oversee complex travel arrangements; analyze complex itineraries and quotations for most advantageous rates, advise on most effective travel arrangements.
* Liaise with airline representatives and the travel management services provider(s) to negotiate group discounts, reduced fares, space on flights, reduced excess baggage charges, etc., and with consulates and immigration authorities to facilitate unusual visa arrangements and/or laissez-passer exemptions.
* Ensure that outstanding travel obligations are closed in a timely manner.
* Oversee or perform calculations and follow up on reimbursements on claims for the residual values of partially or completely unused tickets in case of re-routing.
* Draft a variety of reports, correspondence and documents on travel-related issues; oversee the maintenance of databases, records, and correspondence.
* Coordinate with the appropriate office for clarification or additional information and meet with officials from substantive offices or from troop contributing countries in order to discuss the details of particular claims and to explain the nature of problems, delays and backlogs.

Travel team leader
* Provide technical guidance and administrative supervision to Travel Assistants and Protocol Assistants within the Travel team including developing annual work plans, monitoring and evaluating performance, planning and monitoring the team's work flows on a day-to-day basis, including the distribution of work and its review for accuracy and correct application of rules and regulations.
* Oversee the booking and purchase of tickets for official travel, verify and approve travel authorizations and verify and supervise the processing of invoices for payment from travel agents and all other stakeholders against the terms of contract and actual services rendered.

Policies and procedures
* Ensure compliance with the approved travel policy, rules and regulations or guidelines, monitor requests for exceptions, and identify gaps or problem areas for review and revision of policies or guidelines, and recommend new ideas to enhance the responsiveness of travel services. Make proposals on increased efficiencies, including proposing changes in policies and guidelines.
* Plan and conduct in-house travel briefings and training to staff, ensuring any updates or modifications are communicated in a clear and timely manner.
* Perform any other job-related activity required to meet the mandate, goals and objectives of KJSO and its client entities.
Competencies
Professionalism: Thorough knowledge of travel related processing requirements;
ability to apply sound judgment in the context of assignments given; ability
to plan, manage and resolve conflicting priorities. 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. Takes responsibility for
incorporating gender perspectives and ensuring the equal participation of
women and men in all areas of work.

Planning and organizing: Develops clear goals that are consistent with agreed
strategies. Identifies priority activities and assignments; adjusts priorities
as required. Allocates appropriate amount of time and resources for completing
work. Foresees risks and allows for contingencies when planning. Monitors and
adjusts plans and actions as necessary. Uses time efficiently.

Managing performance: Delegates the appropriate responsibility, accountability
and decision-making authority. Makes sure that roles, responsibilities and
reporting lines are clear to each staff member. Accurately judges the amount
of time and resources needed to accomplish a task and matches task to skills.
Monitors progress against milestones and deadlines. Regularly discusses
performance and provides feedback and coaching to staff. Encourages risk-
taking and supports creativity and initiative. Actively supports the
development and career aspirations of staff. Appraises performance fairly.
Education
High school diploma or equivalent is required.
Job - Specific Qualification
Relevant technical training in business administration or travel-related
matters is desirable.

Relevant training in IATA Travel Management or similar field is required.
Work Experience
At least ten (‎10) years of progressively responsible experience in the field
of travel related matters is required. The minimum relevant experience is
reduced to five (‎5) years for candidates who possess a first level university
degree.

At least two (‎2) years of supervisory experience is required.

At least two (‎2) years of experience working with IATA rules and regulations
as well as Amadeus, SABRE or similar platform is required.

At least five (‎5) years of experience in UN common system operations or in
similar settings dealing with travel related matters at national or
international level is desirable.

At least three (‎3) years of experience either in a shared service centre, back
office or similar settings of clientele and work environment is desirable.
Languages
English and French are the working languages of the United Nations
Secretariat. For the position advertised, fluency in English is required.
Note: "Fluency" equals a rating of 'fluent' in all four areas (speak, read,
write, and understand) and "Knowledge of" equals a rating of 'confident' in
two of the four areas.
Assessment
Evaluation of qualified candidates may include an informal assessment exercise
and/or interview.
Special Notice
This position is temporarily available for a period of six (‎6) Months.

If the selected candidate is a staff member from the United Nations
Secretariat, the selection will be administered as a temporary assignment.

While this temporary assignment may provide the successful applicant with an
opportunity to gain new work experience, the selection for this position is
for a limited period and has no bearing on the future incumbency of the post.

Staff members of the United Nations common system organizations who will reach
the mandatory age of separation or retirement within the duration of the
current temporary need period are not eligible to apply. Submitting an
application or selection for the current temporary job opening does not delay
or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for
the current temporary job opening must indicate the reason for their last
separation as "retirement." Such retirees shall not be employed by the
Organization, unless (a) the operational requirements of the Organization
cannot be met by staff members who are qualified and available to perform the
required functions; and (b) the proposed employment would not adversely affect
the career development or redeployment opportunities of other staff members
and represents both a cost-effective and operationally sound solution to meet
the needs of the service.

At the United Nations, the paramount consideration in the recruitment and
employment of staff is the necessity of securing the highest standards of
efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and
organizational needs. The United Nations is committed to creating a diverse
and inclusive environment of mutual respect. The United Nations recruits and
employs staff regardless of gender identity, sexual orientation, race,
religious, cultural and ethnic backgrounds or disabilities. Reasonable
accommodation for applicants with disabilities may be provided to support
participation in the recruitment process when requested and indicated in the
application.

The United Nations Secretariat is committed to achieving ‎50/‎50 gender balance
and geographical diversity in its staff. Female candidates are strongly
encouraged to apply for this position.
United Nations Considerations
According to article ‎101, paragraph ‎3, of the Charter of the United Nations,
the paramount consideration in the employment of the staff is the necessity of
securing the highest standards of efficiency, competence, and integrity.
Candidates will not be considered for employment with the United Nations if
they have committed violations of international human rights law, violations
of international humanitarian law, sexual exploitation, sexual abuse, or
sexual harassment, or if there are reasonable grounds to believe that they
have been involved in the commission of any of these acts. The term "sexual
exploitation" means any actual or attempted abuse of a position of
vulnerability, differential power, or trust, for sexual purposes, including,
but not limited to, profiting monetarily, socially or politically from the
sexual exploitation of another. The term "sexual abuse" means the actual or
threatened physical intrusion of a sexual nature, whether by force or under
unequal or coercive conditions. The term "sexual harassment" means any
unwelcome conduct of a sexual nature that might reasonably be expected or be
perceived to cause offence or humiliation, when such conduct interferes with
work, is made a condition of employment or creates an intimidating, hostile or
offensive work environment, and when the gravity of the conduct warrants the
termination of the perpetrator's working relationship. Candidates who have
committed crimes other than minor traffic offences may not be considered for
employment.

Due regard will be paid to the importance of recruiting the staff on as wide a
geographical basis as possible. The United Nations places no restrictions on
the eligibility of men and women to participate in any capacity and under
conditions of equality in its principal and subsidiary organs. The United
Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of
staff shall be the necessity of securing the highest standards of efficiency,
competence, and integrity. By accepting an offer of appointment, United
Nations staff members are subject to the authority of the Secretary-General
and assignment by him or her to any activities or offices of the United
Nations in accordance with staff regulation ‎1.2 (c). In this context, all
internationally recruited staff members shall be required to move periodically
to discharge new functions within or across duty stations under conditions
established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the
online recruitment platform, inspira. For more detailed guidance, applicants
may refer to the Manual for the Applicant, which can be accessed by clicking
on "Manuals" hyper-link on the upper right side of the inspira account-holder
homepage.

The evaluation of applicants will be conducted on the basis of the information
submitted in the application according to the evaluation criteria of the job
opening and the applicable internal legislations of the United Nations
including the Charter of the United Nations, resolutions of the General
Assembly, the Staff Regulations and Rules, administrative issuances and
guidelines. Applicants must provide complete and accurate information
pertaining to their personal profile and qualifications according to the
instructions provided in inspira to be considered for the current job opening.
No amendment, addition, deletion, revision or modification shall be made to
applications that have been submitted. Candidates under serious consideration
for selection will be subject to reference checks to verify the information
provided in the application.

Job openings advertised on the Careers Portal will be removed at ‎11:59 p.m.
(New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT
PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED
NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.