Travel Assistant

Org. Setting and Reporting

This position is located in the Passport and Visa Services Team (PVST) of the Travel Unit in the Travel and Transportation Section (TTS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS) at the United Nations Secretariat. The Travel Assistant reports to the supervisor of the unit under the overall guidance of the Programme Management Officer. The Department of Operational Support (DOS) provides operational support to UN Secretariat entities globally, including advisory, operational and transactional support services and, where needed, exercises delegated authority on behalf of clients. DOS supports the entire UN Secretariat, consisting of almost 100 entities located around the globe. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The Travel and Transportation Section provides travel and transportation services at UN Headquarters (travel, shipments management, UN travel documents (e-UNLP & UN Certificates), visas and host country services, local transportation, materials management and UNHQ garage operations).

Responsibilities

Within delegated authority, the Travel Assistant will be responsible for the following duties

• Reviews and processes authorized requests for UN travel documents and visa requirements submitted by various Administrative/Executive offices.
• Reviews supporting documentation for UN travel documents and visas, for completeness, accuracy, reasonableness, validity and conformity with UN Rules, Host Country guidelines and foreign visa issuance requirements.
• Advises substantive offices, staff members and relevant travelers on relevant travel documentation and visa requirements.
• Provides guidance on policy and procedure for official travel to staff members.
• Reviews Host Country reports and reconciles variances with the Host Country and various Administrative/Executive Offices.
• Maintains database for visa requirements.
• Provides guidance to contracted messengers for delivery/pick-up of visa requirements to Embassies/Consulates in the New York City area.
• Compiles statistical reports on activities of the Team.
• Performs ad-hoc duties as required.

Competencies

• PROFESSIONALISM: Knowledge of policies and procedures on official travel, visa requirements of Member States including the host country’s guidelines. Ability to identify, analyze, co...