Travel Analyst – Home-based

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Office/Unit/Project Description

In the United Nations Development Programme, General Operations (GO) is entrusted with the delivery of travel services to the UNDP and to select partner agencies within the UN system. The Travel Services Section of GO wish to strengthen processes for efficient and quality travel services.

Responsibilities

The Travel Analyst will work as part of General Operations in the Bureau for Management Services, UNDP Headquarters New York and will report to the Travel Manager. The Travel Analyst is responsible to setup and coordinate a result-based monitoring and reporting system through:

• Coordination of group logistics in close coordination with BPPS stakeholders ensuring relevant data is collected, analyzed and reported on a regular basis.
• Provision of guidance to ensure optimal engagement with event beneficiaries and business owners contributing to operational efficiencies with event owners and supplier managers.
• Facilitate in the development and refinement of travel operational tools.
• Participate in the oversight of UN travel document certification and endorsement and provide training to HR assistance to ensure quality results.

Scope of Work

• Ensure Implementation of Operational Strategies in alignment with governing rules and regulations and with a focus on consistency and quality of travel management.
• Provision of effective management of quality assurance over UN travel documents certification to ensure submissions are supported and adhere to United Nations Department of Operations Support requirements working in close collaboration with HR Assistance and UN TTS.
• Manage collection of UNDP meeting/workshop participant documents via registration platform, verify documents and ensure follow-up with said participants if any documents are missing; Create travel profiles in UNall as needed.
• Communicate best practices to event owners and provide input on logistic notes to ensure effective logistic arrangements, facilitating knowledge building and knowledge sharing.
• Manage and provide oversight of group activity with travel agency from quotation creation to ticketing. Liaise with group desk focal point to ensure group deliverables are met.
• Coordinate and manage the travel arrangements for the GPN members (staff and consultants/secondees), as well as non-UNDP meeting/workshop participants, liaising closely with a UNDP-contracted travel agent and follow-up to ensure that all funded participants receive a confirmed ticket for air travel and, a subsistence allowance in advance of meeting/mission dates, where an advance is due; coordinate and facilitate changes and/or emergency provisions between the traveler and travel agent.
• Provide policy guidance and process travel claims of all above-mentioned UNDP and non-UNDP travelers; follow-up with appropriate HQ operations and travel support units to ensure that post-meeting claims and expenditures are processed correctly and on a timely basis.
• Lead and follow -up with HQ operations and travel support units to ensure that approvals of all related Travel Requests (TR) and TCs, POs and invoices from HQ are processed in a timely basis, including compiling all necessary information and documentation to facilitate the authorization process.
• Maintain an updated and shareable event progress plan as well as participants finances tracking table, also to be submitted on a bi-weekly basis to the Travel Associate and client focal point.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

The Travel Analyst is reporting to the Travel Manager.

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area Name Definition

Administration & Operations

Travel Desk Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures

Administration & Operations

Travel policy and procedures Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Business and Direction Business Acumen

Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome

Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Business Direction & Strategy Effective Decision Making Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Business Management Customer Satisfaction

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.

Provide inputs to the development of customer service strategy.

Look for ways to add value beyond clients’ immediate requests.

Ability to anticipate client’s upcoming needs and concerns

Business Management Monitoring Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results

Business Management Operations Management

Ability to effectively plan, organize and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner

Knowledge of relevant concepts and mechanisms

Minimum Qualifications Of The Successful IPSA

Min. Education requirements Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Management, Logistics, Accounting or any other relevant areas is required.

Or

A first-level university degree (bachelor’s degree) in the above fields of study, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Min. Years Of Relevant Work Experience

Up to 2 years (with a master’s degree) or 2 years (with a bachelor’s degree) of progressively responsible experience in administrative and operational management, with travel management, procurement, and finance duties is required.

Required Skills

Experience in the usage of computers and office software packages (MS Word, Excel etc.) and web-based management systems required.

Desired skills in addition to the competencies covered in the competencies section

• Experience and understanding of UN and UNDP operations and procurement processes is an asset and highly desired.
• Familiarity with and knowledge of UNall and corporate ERP system (Quantum) or any other UN ERP System that handles travel functions similarly to the UNall / Quantum ERP system is an asset.
• Familiarity with certification of UN Travel Documents and G4 visa issuance is an advantage

Required Language(s)

• Fluency in English is required.
• Working knowledge of another UN language is desired.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant Information About UNDP Rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.