الرئيسية / الوظائف / الاردن / Needed Travel Associate

Needed Travel Associate

Travel Associate

Closing date: 28 Oct 2018

Background Information – UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.



UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

UNOPS Hub in Amman

The UNOPS Hub in Amman implements projects in Jordan, Lebanon, Iraq, Syria, Turkey, and Yemen, in partnership with bilateral donors, national governments, and other UN agencies. With an established presence across the region, the office runs operations including large-scale procurement, project development, and technical management, and provides financial, human resources, and infrastructure-related services. The functional objective of UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner and in line with the principles, rules and regulations of UNOPS, in order to support the response to the current needs and national priorities in the region.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a fully diverse workforce.

Functional Responsibilities

Ø Travel Management.

Ø Events organization and management.

Ø Organization of procurement services.

Ø Knowledge building and knowledge sharing.

  • Administration of ticketing procurement, financial and routine administration aspects of service delivery.
  • Coordination with HR in processing Travel Authorizations (TA’s) and associated, booking, issuance, and regular maintenance of tickets according to established travel procedures.
  • Familiarity of UN/ UNOPS travel policy and staff entitlements for official travel.
  • Processing of Purchase Orders (POs); performance of reconciliation activities on purchase orders such as close and cancel POs. Inquiries on PO.
  • Entry of receipt information such as distributions, rejects, and cancellation; inspection of receipts according to inspection instructions; creation of receipts of invoice payments.
  • Preparation of authorizations for service activities for approval of the Supervisor.
  • Strong functionality in various ATLAS modules (creation of requisitions and purchase Orders, input of vendor details, tracking of payments, preparation of travel requests, input of budgets and revisions).
  • Full compliance of procurement activities with UNOPS/UNOPS rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
  • Procures services at the best value to be contracted to international or national companies/firms, consistent with UNOPS Financial Regulations, Rules, polices and requirements as to quality, delivery and reliability of source for activities undertaken by UNOPS,
  • Issue of contract amendments, verification of services delivered against contractual requirements, alignment of specifications and standards. Provide objective oversight over various contract management processes and ensure their transparency.
  • Develop and implement systems for internal control that would ensure compliance with contractual terms and conditions, in collaboration with the Project Managers.
  • Make recommendation for payments upon review of reports and comments from the Project Managers
  • Negotiate the contract terms with bid winners and selected contractors in the best manner achieving the best interest of UNOPS, UNOPS Clients and beneficiaries.
  • Monitor and analyze contract performance against agreed benchmarks and through agreed reporting mechanisms. Advise the Project Managers on any potential issues and recommend remedial actions or solutions.
  • Negotiate, within the terms and conditions of the contract, solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations.
  • Frequently convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes.
  • Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; efficient document management including file closures.
  • Processing of travel and expenses according to established procedures and practice.
  • Establishment of travel contract-tracking plan to review invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract.
  • Administrative arrangements (e.g. logistics) for conferences, fellowships and study tours.
  • Briefing materials prepared, as required for mission travel and/or discussion on project activities and status.
  • Continuous interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.

    Perform other related duties as required.

    Competencies

    Strategic perspective: Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

    Integrity: Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

    Leading self and others: Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

    Partnering: Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

    Results Orientation: Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

    Agility: Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

    Solution Focused: Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

    Effective Communication: Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

    Education/Experience/Language requirements

· Secondary education is required. University degree preferably in Business Administration or other related field will be an asset.

· 7 years of professional experience in Travel administration and related functions.

· Excellent command of Arabic and English language (oral and written).

· Computer literate and familiar with Office applications (in particular, Word and Excel).

Contract type, level and duration

  1. Contract type: Local ICA Support
  2. Contract level: LICA 7
  3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-of…

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

    It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
    Recruitment/internship in UNOPS is contingent on the results of such checks.

HOW TO APPLY:

Please go to the below link and submit your online application:https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=16568