Overview
The Senior Travel Assistant is responsible for finalizing administration tasks related to travel arrangements for staff, experts, consultants, participants, and fellows, ensuring compliance with regulations and optimizing travel itineraries and bookings.
Key Responsibilities
- Process travel authorizations and calculate fare estimates.
- Coordinate bookings with the UNIDO contracted travel agent.
- Navigate Global Distribution System (GDS) Amadeus for fare and connection identification.
- Verify invoices issued by the travel agent.
- Act as focal point for travel arrangements of the Director General and Managing Directors.
- Serve as travel focal point for major events and conferences.
- Liaise with HRM on travel-related statutory matters.
- Monitor mission travel data and track CO₂ emissions.
- Input data into the travel system and compile monthly statistics.
- Follow up on irregularities and arrange hotel reservations.
- Maintain and expand strategic airline partnerships.
- Negotiate corporate travel agreements with airlines.
- Assist in drafting and reviewing travel-related policies and procedures.
- Support drafting of travel-related administrative instruction updates.
- Serve as AML focal point for reviewing travel exceptions and ad-hoc DSA requests.
- Act as focal point for external and internal auditors on travel-related queries.
- Serve as focal point for airline security–related travel matters.
- Support in coordinating the joint bidding process for selecting a travel agent.
- Support in coordinating catering services.
- Serve as UNIDO representative or focal point for VBOs joint committees.
- Perform other related tasks as assigned.
Required Experience
A minimum of seven (7) years of relevant experience in travel management administration is required. If in possession of a first-level university degree or higher, a minimum of five (5) years of relevant work experience is required. Experience using Global Distribution Systems (GDS) and Online Booking Tool (OBT), specifically Amadeus Cytric, within an established travel agency or airline office, along with demonstrated experience in administration and office support is required. Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required. Experience and/or proficiency in using Microsoft Office (Outlook, Word, Excel), and the internet is required. Experience with SAP travel system or similar ERP software is required. Experience with using Service Management Tools such as Top Desk, or similar programme is desirable.
Qualifications
Completed higher secondary education, high school diploma or equivalent is required.
