Travel Senior Associate

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Description

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UNOPS is providing operational support to UNAMI in Iraq to facilitate electoral preparations and processes, with the primary objective of strengthening democratic institutions in Iraq by promoting regional parliamentary elections. The project aims to enhance the credibility and transparency of the Independent High Electoral Commission (IHEC) and promote inclusion and participation in electoral processes following national legal and policy frameworks. The project aligns with the Sustainable Development Goal 16 and the Iraq Vision 2030 plan. UNOPS will conduct an assessment of the capacity of relevant entities who will organize the upcoming elections and provide training needs, provide technical assistance, carry out a UN communication campaign, support national observation, and conduct post-election activities including a lessons learned workshop. UNOPS will recruit a team consisting of local and international staff to provide the requested assistance in the areas of support. 

The Travel Senior Associate works under the guidance and supervision of the Administrative Officer within the office of the Country and in close coordination with the office management team.

 Functional Responsibilities:

• Travel Management 
• Events organization and management
• Organization of procurement service
• Knowledge building and knowledge sharing
• Travel Management

Administration and Compliance:

• Administer ticketing procurement, financial, and routine administrative tasks in line with UNOPS PQMS Travel Policy and SOPs.
• Ensure compliance with applicable travel policies and practices.
• Manage work area to ensure efficient and effective service delivery, adhering to UNOPS rules and regulations.

Travel Processing and Coordination:

• Process travel and expenses according to established procedures.
• Coordinate with HR for Travel Authorization and bookings; for Joining and repatriation staff.
• Implement UN/UNOPS travel policy and personnel entitlements.
• Validate and conduct research on flight options/routes.
• Check and verify document requirements for travel.
• Liaise with staff on travel status, entitlements, and issues.
• Facilitate consultant travel and logistical arrangements.
• Handle travel issues, conflicts, complaints, and refunds.
• Calculate daily subsistence allowances and Terminal Expenses.
• Liaise with finance team on budget estimates for tickets and DSA.

Travel Transactions and Documentation:

• Process travel transactions including authorizations and claims.
• Provide information on air services, rates, and schedules.
• Ensure accurate documentation and filing of travel-related documents.

Customer Support and Communication:

• Provide customers with travel inquiry details such as visa requirements and inoculations.
• Communicate closely with travelers regarding their travel details and updates.

Travel Assistance and Support:

• Provide full-cycle assistance with travel-related bookings and arrangements.
• Ensure timely preparation of Travel Authorizations (manual and using electronic TADA tool) and submission of Travel Expense Claim forms and payment requests in the UNOPS ERP system;
• Assist travelers in obtaining Security Clearance.
• Coordinate and maintain relationships with approved travel agents.
• Support cost-effective and advance planning measures for travel.
• Monitor and track progress with travel arrangements and missions.
• Provide logistical support for events.
• Events organization and Management
• Ensures effective and efficient provision of support in organizing the trainings and workshops
• Monitor and analyze contract performance against agreed benchmarks and through agreed reporting mechanisms. 
• Plan, coordinate, and execute all aspects of assigned events, including but not limited to venue selection, catering, audiovisual setup, and transportation.
• Prepare and manage event budgets, tracking expenses and ensuring cost-effectiveness.
• Coordinate with vendors, suppliers, and contractors to ensure timely delivery of services and products.
• Oversee event logistics, including setup, registration, and on-site management.
• Liaise with internal and external stakeholders to gather requirements, provide updates, and address concerns.
• Ensure compliance with relevant policies, regulations, and contractual obligations.
• Organization of Procurement Services
• Coordinate with the procurement unit for the issuance of Purchase Orders and contracts.
• Frequently convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes.
• Assist in the preparation of procurement documents such as requisitions, purchase orders, and bid documents.
• Support procurement officers in sourcing suppliers, obtaining quotes, and managing procurement timelines.
• Assist in maintaining supplier databases, contact lists, and vendor performance records.
• Coordinate with vendors regarding documentation submissions, invoices, and delivery schedules.
• Knowledge-building and Knowledge Sharing  Management.
• Provides sound contributions to knowledge networks and communities of practice.
• Synthesizes and disseminates best practices to internal collaborators and networks.
• Participates, organizes, and delivers training for the operations/ projects staff in administration/logistics.

Education/Experience/Language requirements:

Education:

• Completion of secondary school is required. 
• First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative or travel certification is an asset 

Experience:

• Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

Languages:

• Full working knowledge of English and Arabic; Kurdish is a plus

Source:  https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28717#1

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