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.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations build integrated, lasting solutions for people and the planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and the rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting the Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power.

Within the overall scope of the Administration and Common Services Unit, under the overall guidance of the General Operations Specialist and the direct supervision of the Protocol Associate, the Travel Assistant provides travel-related services in the Country Office ensuring high quality and accuracy of work 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 Assistant closely monitors travel expenditures and internal costs and ensures their timely and accurate billing, settlement, and cost recovery.   The Travel Assistant promotes a collaborative, client-focused, quality, and results-oriented approach to the delivery of travel services.

The Travel Assistant works in close collaboration with Country Office Programme and Operations teams, project teams and field offices, airlines, and other travel vendors/agencies to ensure consistent service delivery.

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 policies.
• Contribute to the implementation of a cost-competitive sourcing strategy in the Country Office.
• Support knowledge building and knowledge sharing in the Country Office.

1.) 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 policies. 

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provide information to staff on travel including entitlements, travel routes, and hotel arrangements. Process travel authorizations and claims in line with travel entitlements for staff, consultants, UN, and visitors, ensuring that the travel arrangement follows the UN rules of most direct routes and competitive prices.
• Make hotel reservations for visiting UN/UNDP officials.
• Arrange for airport pick-up of high-level officials and provide support to expedite customs and immigration procedures, as necessary.
• Ensure full use and compliance with the Travel Module.
• Process Purchase Orders for travel (tickets and DSA) in ERP. 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.
• Process cost-recovery bills in ERP for the travel services provided by UNDP to other Agencies; and reconcile settlements to be paid by the Finance Unit.
• Facilitate timely processing of payments to travel vendors and agents.
• Prepare routine correspondence, memoranda, and reports in accordance with Country Office Standard Operating Procedures (SOP).
• Ensure effective management of travel-related documentation and compliance for audit readiness.
• Ensure regular reporting on travel-related services provided.
• Ensure regular processing of cost recovery for travel services provided.

2.) Contribute to the implementation of a cost-competitive sourcing strategy in the Country Office.

• Collect and analyze information on the market situation in the travel service area. Conduct surveys and biddings of travel services.
• Support the conducting of Daily Subsistence Allowance (DSA) surveys and hotel surveys.  Analyze and prepare reports on the most competitive prices and service quality of hotels.  Submit reports to HQ and distribute the Hotel list to all UN agencies.
• Implement cost-saving measures through negotiation with travel service providers, arrangement of the most economical route, and appropriate itinerary.
• Ensure availability of required LTAs for travel and hotel services, including for use by UN Agencies.
• Ensure that Memorandum of Understanding with UNHAS and UNAMA Air Services to avail of services in Afghanistan are in place.
• Ensure effective relationship management with UNHAS and UNAMA Air Services, including through ensuring timely processing of invoices.
• Follow up with a contracted travel agent to ensure the provision of high-quality professional service and the most competitive price.

3.)   Support knowledge building and knowledge sharing in the Country Office.

• Participate in and assist in organizing training for the programme, operations, and project staff on procurement and travel.
• Make sound contributions to knowledge networks and communities of practice.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core: 

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

LEVEL 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility 

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies (insert up to 7 competencies) 

Thematic AreaNameDefinitionAdministration & 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 travelKnowledge 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 ManagementCustomer 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 fulfill 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

Education:

• Secondary Education is required and training in procurement and/or travel is desirable.
• A university degree in Business Administration, Public Administration, Finance, or equivalent will be given due consideration, but it is not a requirement.

Experience:

• Minimum of 5 years (with a high school diploma) or 2 years (with a bachelor’s degree) of relevant and progressively responsible experience in the areas of administration, procurement, and/or travel service is required.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of web-based management systems such as ERP, is an added advantage.
• Demonstrated experience working as part of a diverse team is required.
• Fluency in English, with Dari or Pashto, is required.
• Demonstrated experience in managing service providers is required.
• Demonstrated experience in UN agency service provision would be an advantage.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

We invite all interested and qualified national candidates to apply through our online application system. To apply, please follow the link provided below and complete the online application form.

When using the online application system, please ensure that all required fields are completed accurately and in full. You will also be required to upload your updated P11/CV and a cover letter.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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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