Administrative and Travel Assistant

hace 4 semanas

Santiago de Chile United Nations A tiempo completo

This position is temporarily available until 31 December 2023.

This position is located in the Travel Unit of the Division of Administration of ECLAC, Santiago. The Administrative and Travel Assistant reports to the Chief of Administration.

**Responsibilities**:
Within delegated authority, the Administrative and Travel Assistant will be responsible for the following duties:
TRAVEL
- Provides information about frequency of air services and provides advice to staff and consultants on the most direct and economical airfare rates for such travel as permitted by the rules and regulations.
- Provides information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers.
- Contacts airlines to make reservations, negotiates least expensive fares e.g., discusses with management of travel agency and with senior airline sales management for space on flights, reduced airfares, group discounts and reduced excess baggage charges, initiates issuance of tickets; discusses discrepancies and problems.
- Arranges for changes or cancellations requested by travelers and has tickets reissued, including obtaining reimbursement, where applicable.

HUMAN RESOURCES MANAGEMENT:

- Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Calculates and initiates entitlements for all such travel and submits to the Unit Supervisor for approval, e.g., airfare, excess baggage entitlements, terminal expenses, airfreight entitlements, daily subsistence allowance for staff and dependents on traveling on missions, etc.

GENERAL ADMINISTRATION:

- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for

services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.

CONTRACT ADMINISTRATION:

- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Processes the payment of contractors' invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Competencies
- 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.

Education
High school diploma or equivalent is required.

Work Experience
At least seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

Experience working with ERP such as SAP is required.

Experience in travel administration is desirable.

1 year or more of experience in data analytics or related area is desirable.

Languages
English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC. For the position advertised, fluency in English and Spanish is required.

NOTE: ‘Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand)

Assessment
Applicants will be assessed based on the information provided in their APs. Short-listed applicants might be contacted by the Hiring Manager for further assessment.

Special Notice

- This position is temporarily available until 31 December 2023.
- 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.
- Alt

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