Logistics/Travel Associate

Org. Setting and Reporting

The position is located in the Operations and Advocacy Division (OAD), in the Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

This position-specific job opening is being published for the position of Logistics/Travel Associate in Kyiv, Ukraine (the duty station may be subject to change, as the operational situation in the country evolves). Under the overall supervision of the Senior Administrative Officer / Head of Unit, OCHA Ukraine, the incumbent reports to the Associate Administrative Officer.

Responsibilities

Within limits of delegated authority and depending on location, Logistics/Travel Associate at this level may be responsible for the following duties:

• Performing Travel Administrator and Requisitioner roles in ERP system (UMOJA) for the preparation of travel (on behalf of non-staff); raises requisitions (shopping carts), purchase orders (PO) and service entry sheets (SES).

• Prepares Travel Authorizations/Requests and Travel Claims/Expenses Reports on behalf of non-staff, requests amendments of travel itinerary, DSA, or other deductions/increases of the travel expenditures.

• Coordinates with budget and finance, the reimbursement of expenditures, registered after the financial period; associates claims with travel authorizations or other obligations; prepares amendments to the existing financial obligations.

• Provides routine administrative and logistical support to all units/staff on all matters related to general office administration, transport, protocol/visas applications, duty free privileges and custom clearances for office goods and for staff personal effects.

• Maintains office premises and common services to ensure integrated activities on common services and implementation of the UN reform.

• Follows up closely on all issues related to staff travel (domestic and international), flight bookings, visa arrangements.

• Prepares transportation plan, mission operational plan (MOP), security clearances, and cooperate with UNDSS and OCHA security focal point for all official travels.

• Plans and organizes office events including retreats, meetings and other events and ensure that all participants are informed in advance and that the necessary preparations are in place, including booking of venues, hotels, transportation, etc.

• Supports protocol matters, registration of staff, coordination with local authorities on respective administrative matters.

• Organizes OCHA shipments, prepares documents and arranges customs clearances.

• Ensures that office inventory database is updated on regular basis and that both the financial and physical status of all office Non-Expendable properties is regularly reported.

• Contributes to knowledge network and communities of practice.

• Performs other duties as assigned.

Education

High School Diploma or equivalent, is required. University degree in social science, international studies, business or public administration, economics, or a related field is desirable.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in administration, budget and finance, logistics, travel, programme support, or related area is required.
• Experience with Enterprise Resources Planning systems (ERPs) is required.
• Experience in emergency situations (complex emergency or natural disaster) is desirable.
• Relevant experience within the UN Common System or other comparable international organization is desirable.

Languages

French and English are the working languages of the UN Secretariat. For this position advertised, fluency in English and Ukrainian (both oral and written) is required. Knowledge of Russian is desirable.

Special Notice

• This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. The contract will be administered by United Nations Development Programme (UNDP) on behalf of OCHA.
• Appointment against this post is on a local basis. Candidates for the General Services category shall be of the nationality of the country, where this position is located (limited to Ukrainian nationals).
• Staff members are subject to the authority of the Secretary-general and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record for integrity and professional ethical standards is essential.
• Please note that the duty station within Ukraine may be subject to change depending on the evolving operational situation in-country.