Somalia: Travel Assistant

TERMS OF REFERENCE

Vacancy reference no.:

VAC-1218

Position:

Travel Assistant

Place of performance:

Mogadishu, Somalia

Contract duration:

up to 5 months (@21.75days/month)

Starting date:

15-Jan-2018

OVERVIEW OF CTG GLOBAL

CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries – from the Middle East, Africa, Europe, Asia and Central and South America – we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.

OVERVIEW OF THE POSITION

Our Client is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). Our client is mandated by the United Nations General Assembly to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize our clients technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, our client supports peacekeeping and special political missions in accordance with Security Council mandates. As a component of the United Nations Assistance Mission in Somalia (UNSOM), our clients main activities are the establishment of a functional and accountable Somali Explosive Management Authority, the development of Somali Police explosive threat mitigation capacities and the establishment of a comprehensive Weapons and Ammunition Management system. Our client as a component of the United Nations Support Office in Somalia (UNSOS) provides explosive threat mitigation capacities to the African Union Mission in Somalia as part of a non-lethal logistical support package. Our client also supports the protection of civilians in contaminated areas by coordinating humanitarian mine action and stabilization activities such as survey, clearance and risk education. The United Nations Office for Project Services (UNOPS) Peace and Security Centre (PSC) supports and facilitates the work of our clients, other UN entities and Governments in some 18 countries and territories affected by explosive hazards. UNOPS PSC provides specialized project management services to efficiently support our client in delivering essential work on the ground in emergency, post-conflict and peacekeeping environments with the aim of promoting peace and security, protecting civilians and ensuring long-lasting human security.

GENERAL FUNCTIONS

Role objective:

Under the guidance and supervision of the Admin & HR Officer, the Admin HR Assistant is responsible for providing assistance and support to HR initiatives in the area of recruitment, absence management, process of non-payroll payments and contract administration. The Admin HR Assistant works in close collaboration with the Programme, Project and Operations staff to exchange information and ensure consistent service delivery.

Expected output:

Functional Responsibilities

Travel

 Co-ordinate all travel related matters and Support the transaction of official mission travel

 Calculate airfare and other travel entitlements such as Daily Subsistence Allowances

(DSA), terminal expenses etc. for staff, consultants, meeting participants, and other official

travelers.

 Process and book international travel tickets for personnel and visitors by liaising between

traveler and travel agency in line with travel entitlements ensuring that travel arrangements

follow the UNOPS rule of most direct and economical route.

 Follow-up with the contracted travel agency to ensure provision of high quality professional

service and most competitive prices; verifying that services provided by the travel agent are

satisfactorily rendered

 Issue travel tickets to travelers as per made reservations ensuring that the airline tickets

are purchased at the most competitive market prices

 Coordinate and book all official travel initiated via the United Nations aircraft for local travel

 Coordinate closely with travelling staff on their travel dates, tickets, and updates on changes

to their travel

Payments

 Receive and process all payments for the Travel Section including Travel Authorizations,

Travel Expense Claims, Supplier invoices from WFP UNHAS, BCD Travel and Dahabshiil

 Initiate the payment process including Purchase Orders and Request for Payments for

travel related payments in oneUNOPS ERP

 Ensure Travel Authorizations (TAs) and Travel Expenses Claims (TECs) are fully approved

by the authorized approvers

 Review travel claims and supporting documentation for completeness, accuracy,

reasonableness, validity and conformity with UNOPS rules and regulations prior to

forwarding them to Finance office for payment.

 Process and track airfare invoices and ensure that the travel agency invoice payments are

settled by Finance Unit on timely basis

 Follow up with the Finance section that the payments are disbursed on time

 Alert the clients on any delays to their payments to ensure proactive customer service

 Travel Policies and Procedures

 Provide information to staff, Consultants and visitors on the most direct and economical

route and itineraries ensuring implementation of cost saving measures in line with UNOPS

rules, regulation, policy, procedure and strategy.

 Analyze and evaluate updated travel procedures and policies and advise all personnel

accordingly.

 Ensure validity of budget allotment by having expenditure codes assigned; checking

availability of budget and maintain tracking of expenditure on travel.

Induction

CTG Terms of Reference

Page 5 of 8

CONFIDENTIAL

 Induct new staff on travel procedures and relevant documentations related to travel

 Provide the clients with details about the travel inquiries such as visa requirements and

mandatory inoculations required by the health Authorities before the travel commences.

 Ensure new staff members attend mandatory training such as SSAFE, ETB by facilitating

their travel

General functions

 Coordinate with various Consulates and the Host Government regarding the provision of

visas and work permits respectively.

 Register new Suppliers in oneUNOPS system after guiding them on how to fill in the

relevant documents

 Request FEMS UNSOS to secure accommodation before the arrival of the personnel and

guests

 Obtain all related supporting documentation related to travel and maintain working files for

the travel related documents.

 Support to the planning and implementation of travel plans.

 Consolidate, prepare, file and maintain Quarterly Travel Plans (QTPs) by requesting the

staff to submit updated travel plans on a quarterly basis

 Track current and upcoming travel by recording them on the travel log.

 Prepare, compile and disseminate travel related data to produce travel related reports for

statistics and monitoring purposes.

 Draft and submit correspondence and related documentation for the signature of

designated Authority.

 Support the planning organization and logistical arrangements for workshops, meetings,

and retreats.

 Arrange for and support airport pick-up when required

Project reporting:

This position reports to Admin and HR Officer

Team management:

This role does not have team management responsibilities

ESSENTIAL EXPERIENCE

Education:

§ Bachelor's in First Level University Degree (Bachelor’s Degree or equivalent) with 2 year’s relevant experience and/or High SchoolSecondary school certificate with 6 years of experience.

Work experience:

§ Minimum of 3 years of demonstrable relevant Administration experience.

Geographical experience:

§ Minimum of 1 years of experience in Africa with local experience in Mogadishu is an advantage.

Languages:

§ Fluency in English is essential.

Key competencies:

Partnering - Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Results Orientation - Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Solution Focused - Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Effective Communication - Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Leading Self and Others - Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Integrity & Inclusion - Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Agility - Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behaviour. Performance is consistent, even under pressure. Always pursues continuous improvements.

Other relevant information:

Knowledge of second UN working language desirable.

Minimum 2-3 years’ experience in business /administration, protocol, travel or related experience.

Previous experience and knowledge of UNOPS or UN/I NGO is an advantage.

Experience in the usage of computers and office software packages MS Office 2013

Experience in handling of web-based management systems

Interested candidates should create a profile and apply on CTG Global careers website (click here). Please refer to the vacancy number: VAC-1218.Shortlisted candidates will be contacted for an interview.