The United Nations Global Service Centre (UNGSC) provides critical Supply Chain,
Geospatial, Information and Telecommunications Technologies services and Training to all
Secretariat Entities, Peacekeeping and Special Political Missions, Agencies, Funds and
Programmes of the UN system worldwide.
This position is located in the Human Resources Unit within the Central Service (CS), of the
UNGSC, Brindisi, Italy.
The incumbent will report to the Chief Human Resources Officer.
Responsibilities
Within delegated authority, the Human Resources Assistant will be responsible for the
following duties:
Travel and visa processing
• Functions as an Umoja Travel Processing Officer (TPO), reviews and processes travel requests and expense reports for different travel categories. Calculates and approves lump sums for entitlement travel and determine the maximum reimbursable amounts for self-tickets Coordinates the travel of civilian and military personnel including civilian police, traveling to and from a wide range of member states in connection with mission duties.
• Calculates and initiates entitlements for all such travel, e.g., airfare, excess baggage entitlements, terminal expenses, airfreight entitlements,
• Provides information about frequency of air services and provides advice to staff and consultants on the most direct and economical airfare rates as per the UN rules and regulations.
• Provides information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers.
• Calculates the residual values of partially used tickets when there is a rerouting.
• Arranges for changes or cancellations requested by travelers and has tickets reissued, including obtaining reimbursement, where applicable.
• Reviews travel claims and supporting documentation for completeness, accuracy and validity, ensuring that entitlements are in conformity with Staff Rules. Refers discrepancies for clarification and possible correction.
• Advises and support staff on visa and travel matters in close collaboration with the Travel focal point.
• Other duties as required.
Recruitment and placement
•Participates in the selection of candidates for secretarial, clerical and related categories positions; including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-lists of candidates.
•Assists in organizing and coordinating competitive recruitment examinations.
Administration of entitlements
•Reviews and processes requests for entitlements and claims.
•Maintains UMOJA entitlements reference tables
•Conducts exit interviews for separating staff and analyze responses
General
•Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
•Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
•Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in UMOJA, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
•Prepares written response to queries concerning HR related matters.
•In partnership with Conference and learning Centre, deliver induction sessions to new personnel.
•Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
•Assists with visualizations and updating information material such as web pages or brochures.
Education
High school diploma or equivalent is required.
Job - Specific Qualification
ATA certification in Fares and Ticketing is desirable.
Supplemental training and certification as ERP Travel Management (TPO), is desirable..
Work Experience
Seven years of progressively responsible experience in human resources management, administrative services or related area is required.
The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.
Experience in travel administration using Enterprise Resource Planning (ERP) systems such as SAP is desirable.
Experience in serving clients in travel management is desirable.
Experience in the UN Common system or similar organization is desirable.
How to apply
https://careers.un.org/lbw/jobdetail.aspx?id=217455&Lang=en-US