TRAVEL ASSISTANT

Org. Setting and ReportingThe position is located in the Travel, Diplomatic Privileges and Logistics Unit of the Purchase and Transportation Section, Central Support Services, Division of Administration, United Nations Office at Geneva. ResponsibilitiesUnder the supervision of the Supervisor of the Diplomatic Privileges and Shipments Team, the incumbent shall undertake the following tasks: Processing of UN Travel, Diplomatic Privileges and Entitlements, and shipments: - Receives/opens incoming mail containing applications for UN Travel, Diplomatic Privileges and Entitlements documents and register them in the system. - Verifies the completeness and accuracy of received applications. - Promptly follows up with the relevant organization or staff members if additional information is required, and communicates with the relevant organization or staff members in the event of routine client service situations. - Processes UN Travel, Diplomatic Privileges and Entitlements and shipments in a timely manner, in accordance with the relevant Service Level Agreements and Memoranda of Understanding. - Applies the appropriate level of care to ensure documents' accuracy and compliance with standards of the International Civil Aviation Organization (ICAO) for UN Travel and shipments. - Promptly deposits the issued documents for client pick-up, or prepares them for mail dispatch and ensures that the shipment is sent. - Acts as focal point for assigned client organisations. - Supports and follows up on requests from client organizations (including providing updates, explaining potential issues, clarifying rules, etc. - Performs quality checks on data entry and final documents. - Participates in quality check and approval mechanisms. - Communicates with relevant organizations/staff members in challenging client service situations. - Provides accurate and helpful advice to staff regarding their diplomatic privileges/entitlements (face-to-face, telephone, email), and assist in related briefings, including answering Helpdesk queries. - Verifies and registers received applications for new/renewed permanent and temporary petrol cards, promptly follows up with the requestors/focal points/Shell contacts for any clarifications, and informs the requestors and distributes the cards upon receipt. - Sends the weekly reports to Shell for issuance/cancellation of the cards. - Prepares the requested forms, and verifies them before stamping and signing them. - Assists in verifying and processing any received yearly reimbursement files for value-added tax (VAT). - Verifies the filled-in CD plate request forms, stamps them and prepares them for further processing. - Provides advice on the importation and process. - Liaises with Swiss customs on operational matters related to diplomatic privileges. VISA PROCESSING: - Reviews and certifies Notes Verbales, visa applications for consultant and special cases (high-level officials or emergencies) to the appropriate receiving embassy/consulate as required. - Promptly issues standard visa attestations when required. - Liaises with the Swiss mission on operational matters related to visas, as required. SHIPPING: - Interacts and follows up with freight forwarders, couriers and postal mail services as well as customs authorities and client representatives to ensure smooth operations of pouch and mail items. - Investigates and resolves complaints regarding diplomatic privileges, shipments and the delivery of mail and diplomatic pouch items, personal effects and humanitarian/emergency shipments. - Prepares airway bills and reviews related documentation for courier services and special pouch shipments. OTHER DUTIES: - Ensures documents under one's area of responsibility are up to date and appropriately filed in original paper archives, and MS Sharepoint or dedicated IT-repositories. - Participates in the implementation of special projects, as required. - Provides back-up to other team members as required. CompetenciesProfessionalism: 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 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 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of three (3) years of progressive work experience in administrative services is required. The minimum years of relevant experience is reduced to one (1) for candidate who possess a first-level university degree or higher. Experience in the area of processing official travel is desirable. Experience in the area of visa services is desirable. Experience in the area of diplomatic privileges is desirable. Experience in the area of shipping is desirable. Experience working within the United Nations Common System or similar organisation is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French and knowledge of the other is required. AssessmentEvaluation of qualified candidates may include a technical assessment which will be followed by competency-based interview. Special NoticeAppointment against this post is for an initial period of one (1) year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.