Travel Assistant

This position is open to Turkish nationals ONLY 

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.

UNDP’s Istanbul Regional Hub is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in development of country-level initiatives through advisory services and technical support and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise. Under the leadership of the Manager, the RBEC’s Regional Hub Centre employs a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff. The Regional Hub is also used by various outposted staff from HQs units and the office share common premises with other UN Agencies and UNDP offices (e.g., UN Women, BMS, BPPS, OAI, etc.) 

Under the supervision of the Travel and Events Analyst, the Travel Assistant provides travel related services in the IRH ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex travel related issues.  The Travel Assistant closely monitors travel expenditures and internal costs, and ensures their timely and accurate billing, settlement and cost recovery.   The Travel Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services. 

The Travel Assistant works in close collaboration with IRH Programme and Operations teams, local and national government officials, airlines and other travel vendors/agencies to ensure consistent service delivery. The position is cost-shared with the BIOFIN (Biodiversity Finance Initiative) team, part of UNDP's Nature, Climate and Energy Unit, under UNDP's Bureau for Policy and Programme Support (BPPS), which is based in Istanbul, and will  support necessary travel arrangements for BIOFIN team.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

1) Support in implementing operational strategies and processes for high quality and cost-effective travel management for the IRH, projects and at the request of other Agencies in full compliance with UN/UNDP rules, regulations and polices;

• Provide information to staff on travel including entitlements, travel route and hotel arrangements. 
• Process travel authorizations and claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and competitive prices.
• Process travel transactions (tickets and DSA) in ERP (UNALL and Quantum). Check on availability of budget and follow up with respective requesting teams in case of issues. 
• Prepare and send travel packages (including logistics note, invitation, and authorization letters) for participants of global and regional events.
• Facilitate processing of payments to travel vendors and agents.
• Follow-up on Travel Claim (F-10s) submission.
• Provide support and guidance to Country Offices’ travel focal points as required in connection with organization of events.
• If requested, make hotel reservations for visiting UN/UNDP officials and support in arranging  for airport pick-up of high-level officials .
• Maintain records and provide information to finance unit on cost-recovery of services provided to other Agencies or units outside of IRH and BIOFIN.
• Prepare routine correspondence, memoranda and reports as needed by IRH and/or BIOFIN.

2) Support  implementation of cost-competitive sourcing strategy in the Country Office;

• Support in collecting and analyzing information on market situation in travel service area. 
• Support in conducting surveys and biddings of travel services.
• Support the conducting of Daily Subsistence Allowance (DSA) surveys and hotel surveys. 
• Analyze and prepare reports on most competitive prices and service quality of hotels. 
• Submit reports to HQ and distribute Hotel list to all UN agencies.
• Implement cost saving measures through negotiation with travel service provider, arrangement of the most economic route, and appropriate itinerary. 
• Providing inputs to prepare LTAs for travel and hotel services on behalf of UN Agencies.
• Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price. 

3) Support knowledge building and knowledge sharing in the Country Office;

• Participate in and assist in organizing training for the programme, operations and projects staff on procurement and travel. 
• Make sound contributions to knowledge networks and communities of practice.

4) Support in organization of global and regional events;

• Support the organization of Global and Regional Meetings and Events;
• Assist in procurement processes for events as required; 
• Prepare and maintain a list of participants to events;
• Share event materials and documentation with event participants;
• Coordinate event services with relevant providers (i.e. interpretation, etc. 
• Ensure proper technical set-up is in place for virtual/hybrid events

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

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:

Administration & Operations & Events management (including retreats, trainings and meetings):  Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

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. 

Administration & Operations & ERP travel and expense module: Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agencies.

Administration & Operations & UN travel documents:   Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.

Administration & Operations & Entitlement travel: Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.

Business Management & Customer Satisfaction/Client Management: 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 & Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.