Senior Administrative Assistant - Travel (GS7)
UNICEF Zimbabwe
Purpose of the Job:
Under the general supervision of the Administrative Officer, serves as principal senior assistant for carrying out broad administrative support functions that relate to travel and associated entitlement documents and payment processing. This includes the co-ordination and supervision of administrative staff and contractors engaged in the travel and entitlements processing stages as indicated by the requirements and structure of the organization
Major Tasks to be accomplished:
- Processes all international travel. Provides advice and assists staff members and their dependents by processing requests for entry and external visas, accreditation cards, travel authorizations, travel advances, payment requests, installation grants, shipment allowances, R&R payments and other necessary personnel-related documents, in accordance with the requirements of the United Nations and the country of the duty station locations.
- As supervisor, analyzes, monitors and maintains oversight of local travel that is handled by the Admin Assistant. Ensures that timely administrative support is provided for all in-country staff, arriving and departing international professionals and temporary consultants. Ensures that housing or temporary accommodation is secured by organizing house/apartment viewing for newly arrived staff. Reviews and evaluates the complementary work of the subordinate to ensure overall cohesion in travel management.
- In addition to general travel-related administration responsibilities, may also supervise indirectly, activities concerned with the travel services contractor. This ensures consistency in rates and fares utilized by the office, and constant monitoring and quality control of service received in comparison with other industry competitors. May be indirectly involved in contract renewal or bidding TORs compilation at year-end.
- Briefs international personnel on travel and general administrative matters, uses initiative in providing, and ensures administrative support, as required.
- Actively participates in regular meetings on day-to-day administrative matters, discussions on new or revised procedures, workflows or practices, interprets and assesses the impact of changes, and makes recommendations to the Administrative Officer for follow-up action.
- Prepares correspondence, special reports, analyses, evaluations and justifications, as required, on general administrative or specialized tasks that may be of a confidential nature, especially when it pertains to staff entitlements and confidential personnel info utilized.
Qualifications and Competencies
- A diploma in Administration, Management or Business Management or related fields.
- Training within the travel industry is a distinct advantage.
- Knowledge of office and diplomatic protocol arrangements is desirable.
- At least seven years progressive work experience in general administration, with at least two years experience in an international organization similar to the UN.
- Experience within the travel industry is a distinct advantage.
- Good analytical, negotiating, communication and advocacy skills.
- Demonstrated ability to work in a multi-cultural environment, and establish harmonious and effective working relationships both within and outside the organization.
HR Specialist
(Vacancy Notice No. : Zim-2011)
UNICEF, 6 Fairbridge Avenue,
P O Box 1250
Belgravia, Harare
Or email: hararevacancies@gmail.com
Applications should be received by 16 February 2011. Only candidates who are under serious consideration will be contacted.
Purpose of the Job:
Under the general supervision of the Administrative Officer, serves as principal senior assistant for carrying out broad administrative support functions that relate to travel and associated entitlement documents and payment processing. This includes the co-ordination and supervision of administrative staff and contractors engaged in the travel and entitlements processing stages as indicated by the requirements and structure of the organization
Major Tasks to be accomplished:
- Processes all international travel. Provides advice and assists staff members and their dependents by processing requests for entry and external visas, accreditation cards, travel authorizations, travel advances, payment requests, installation grants, shipment allowances, R&R payments and other necessary personnel-related documents, in accordance with the requirements of the United Nations and the country of the duty station locations.
- As supervisor, analyzes, monitors and maintains oversight of local travel that is handled by the Admin Assistant. Ensures that timely administrative support is provided for all in-country staff, arriving and departing international professionals and temporary consultants. Ensures that housing or temporary accommodation is secured by organizing house/apartment viewing for newly arrived staff. Reviews and evaluates the complementary work of the subordinate to ensure overall cohesion in travel management.
- In addition to general travel-related administration responsibilities, may also supervise indirectly, activities concerned with the travel services contractor. This ensures consistency in rates and fares utilized by the office, and constant monitoring and quality control of service received in comparison with other industry competitors. May be indirectly involved in contract renewal or bidding TORs compilation at year-end.
- Briefs international personnel on travel and general administrative matters, uses initiative in providing, and ensures administrative support, as required.
- Actively participates in regular meetings on day-to-day administrative matters, discussions on new or revised procedures, workflows or practices, interprets and assesses the impact of changes, and makes recommendations to the Administrative Officer for follow-up action.
- Prepares correspondence, special reports, analyses, evaluations and justifications, as required, on general administrative or specialized tasks that may be of a confidential nature, especially when it pertains to staff entitlements and confidential personnel info utilized.
Qualifications and Competencies
- A diploma in Administration, Management or Business Management or related fields.
- Training within the travel industry is a distinct advantage.
- Knowledge of office and diplomatic protocol arrangements is desirable.
- At least seven years progressive work experience in general administration, with at least two years experience in an international organization similar to the UN.
- Experience within the travel industry is a distinct advantage.
- Good analytical, negotiating, communication and advocacy skills.
- Demonstrated ability to work in a multi-cultural environment, and establish harmonious and effective working relationships both within and outside the organization.
How to apply
If you have experience of working in a similar capacity, meet the above profile and want to make an active and lasting contribution to build a better world for children, send your application quoting vacancy notice number to the following address.HR Specialist
(Vacancy Notice No. : Zim-2011)
UNICEF, 6 Fairbridge Avenue,
P O Box 1250
Belgravia, Harare
Or email: hararevacancies@gmail.com
Applications should be received by 16 February 2011. Only candidates who are under serious consideration will be contacted.
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