Deadline: 14 December 2015
United Nations Children’s Fund (UNICEF) is currently seeking applications from the eligible applicants for the post of Travel Assistant in Copenhagen, Denmark.
The Travel Assistant is responsible for the proper execution of all duties relating to the provision of travel services for both duty and entitlement travel within Supply Division, in compliance with applicable policies and procedures.
UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS.
Key Jobs Responsibilities
The Travel Assistant will perform the following functions-
- Responds to verbal/written travel related queries; reviews travel requests, consults staff by e-mail / visit and recommends feasible and most economical routings.
- Facilitates urgent cases/changes/amendments, including during off-office hours if needed in the context of emergencies driven duty travel.
- Pro-actively informs travelling staff of visa, security/medical clearance requirements.
- Reserves air travel for duty travel, repatriation, transfer, home and family visit, education grant travel, along with travel arrangements for consultants, candidates and new recruits resident in Denmark upon request from NY Headquarters.
- Arranges ticketing for at times complicated itineraries through the use of the current travel system Amadeus and collaborates with the external travel agency as needed on itineraries and fares.
- Verifies, checks and certifies agency invoices, follows-up on ticket refunds to ensure that all credits due are received in timely manner.
- Reviews SAP Travel Authorizations (TA) for completeness and accuracy in line with UNICEF rules and regulations and obtains required signatures to validate the TAS Maintains copies of all documents and forward them to FMAC for payment processing.
- Processes travel claims: Reviews completion of documentation, verifies itinerary against actual travel, checks stopovers, calculates misc. claims/hotel overage, and acquires certification of such as required.
- Monitors the Manager’s Dashboard for open TAs and sends reminders to staff members who are TAs are open beyond 15 days to have them certified within the required time as per UNICEF rules.
- Processes Visas for outside of the duty station, (advice requirements, application, photos, letter, coordinate transport, and telephone contact). Arranges letter and follows up on UNLP issuance and renewal.
- Maintains and facilitates the use of an on-line booking tool for direct bookings by staff as per LTA for travel agency services, including providing for support/advise to (new) staff in the usage of the system.
- Reserves hotels for individual and groups in Copenhagen. Maintains Hotel Directory.
- In compliance with established rules and regulations, assists International staff with unaccompanied shipment of household/personal effects.
- Performs additional duties required by supervisor due to exigencies of the work.
Eligibility Criteria
Applicants must have-
- Secondary education.
- 5 years administrative experience with booking systems in a travel agency/airline or in a travel section of an international organization or a large private company.
- Fluency in English is required. Knowledge of Danish would be an asset.
- Proficiency in Microsoft Office, specifically Word and Excel, is compulsory with good knowledge of databases.
- Demonstrated knowledge of computerized travel booking system, such as Amadeus air ticketing system, is an advantage.
- Knowledge of travel rules and regulations according to IATA is preferred but not required.
How to Apply
Applicants must submit their applications through online process.
For more information, please visit UNICEF.
