Job Responsibilities

• Full compliance of travel activities with UN/UNDP rules, regulations, policies, and strategies. 
• Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary 
• Provision of inputs to the CO travel business process mapping and implementation of the internal standard operating procedures (SOPs). 
• Provision of inputs to preparation of travel team results-oriented work plans. 
• Processing of travel through the use of travel module in UNDP ERP system and ensures availability of budget 
• Ensure efficient and timely cost-recovery using the ERP system for the travel services provided by UNDP to other Agencies.
• Provision of information to the travelers on travel including travel routes, airport and airlines protocols, visa processing arrangement of appropriate accommodation as well as allowable Daily Subsistence Allowance as per UNDP policy and guideline
• Processing travel requests and post travel claim for UNDP Personnel and other sponsored travelers as per travel entitlements l ensuring that the travel arrangement follow the UN/UNDP rules of most direct route and most competitive prices.
• Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price with most direct and most economic options. 
• Arrange security clearance for travelers when required. 
• Creation of Traveler and Travel Agent supplier profile and keep it updated on a regular basis.
• Support travelers with hotel reservations and process requests for visas, ID cards and other relevant documentations for UN/UNDP officials, if necessary.
• Arrangement for airport pick-up for mission travelers when required and support to expediting of customs and immigration procedures, as necessary. 
• Processing of application and renewal of UNLP for UN staff. 
• Provide regular inputs to travel database without any error.
• Check and ensure that invoices submitted by travel agent are error free and accompanies appropriate supporting documents for timely processing and payments
• Ensure timely follow up on outstanding POs, closing of POs on time and integrity of PO data related to travel services.
• Reconciliation of settlements to be paid by the Finance Unit. 
• Preparation of routine correspondence, faxes, memoranda, and reports in accordance with the SOP. Assist the procurement and travel unit with travel audits.
• Administrative and logistics support to conferences, workshops, retreats.
• Support to organization of common admin and logistics services.
• Regular maintenance of record files and efficient database management
• Collection of market information in travel service areas
• Collection of information for various surveys such as DSA survey 
• Participation in the training for the programme, operations and projects staff on procurement and travel. 
• Sound contributions to knowledge networks and communities of practice. 
• Performs other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office.