Country: United States of America
Closing date: 14 Oct 2014
RE-ADVERTISEMENT
We are pleased to re-announce the following vacancy
VACANCY NO.: Job ID- 2658
CLOSING DATE: 14 October 2014 (5.00 p.m. New York time)
POST TITLE: Chief, Travel Services
CATEGORY: ICS-11 (equivalent to P-4)
POST NUMBER: 39355
DUTY STATION: New York
POST TYPE: Non-rotational
DURATION: One year (renewable)[1]
ORGANIZATIONAL UNIT: Facilities and Administrative Services Branch, Division for Management
Services (FASB/DMS)
Organizational Setting
This position is located in the Facilities & Administrative Services Branch (FASB), which is one of three branches located within the Division for Management Services (DMS). FASB provides and oversees a broad range of support services relating to facilities/premises management, travel, mail and pouch, and administrative/general services for both Headquarters and Field Offices i.e. approximately 150 offices. The term Field Offices includes all offices located outside of Headquarters including Regional/Sub-Regional Offices, Liaison Offices and Country Offices. The incumbent reports to the Chief, FASB/DMS and supervises two senior General Service Staff.
Major Activities/Expected Results
Manage the Travel & Expense Module in ATLAS
• Manage transactions in the ATLAS Travel & Expense Module (T&E) to ensure compliance with approved roles and functions.
• Develop appropriate travel reporting tools and formats to meet the expectations of senior management.
• Periodically review the status of the T&E module to confirm it remains relevant and is meeting management and Organizational expectations.
• Direct periodic reviews of the T&E module’s operational processes and develop, as appropriate, changes to improve efficiency and effectiveness.
• Manage staff expectations through the development of support and educational/training mechanisms.
Make determinations in the best interests of the Organization on travel matters, balancing the traveler’s needs against UNFPA’s travel policy, Staff Rules, administrative circulars and financial regulations
• Maintain/update/communicate relevant travel policies across the Organization.
• Develop amendments to rules on travel and draft administrative notices to improve understanding, economy and effectiveness.
• Approve, within delegation limits, requests for exceptions to route/class of travel, hotel standard, etc. verifying that proposed exceptions are reasonable and in the interests of the Organization.
• Review work of Travel Assistants within Divisions, Branches and Units for consistency, accuracy and correct application of the relevant rules and regulations. Design and implement training interventions as necessary.
• Compile summary reports and identify trends; based on findings, recommend amendments to travel policy to ensure increased economy and cost savings for the Organization.
• Innovate novel approaches to more efficiently integrate travel as a cost effective component within UNFPA objectives.
Manage the analysis of travel data sourced from within and outside UNFPA
• Gather travel data from ATLAS, COGNOS, TMS, UNDP, etc. and analyze to determine facts/trends.
• Develop appropriate report sets quarterly to inform senior management of trends and courses of action to take advantage of the developments.
• Develop a forward looking vision for travel that seeks innovative ways to generate greater efficiencies globally.
Develop and recommend to senior management changes/amendments to travel policy
• Monitor policy and business process developments in travel within the UN Secretariat, UNDP, other UN Organizations and the travel industry.
• Monitor business development evolution within UNFPA and proactively develop changes/refinements to travel policy that recognizes these shifts in the business model and positions UNFPA Travel accordingly.
• Develop necessary policy and business process changes to maintain relevance, deepen harmonization with UNDP and improve efficiency/effectiveness.
Liaise with UN Agencies and external service providers
• Represent UNFPA in all interagency meetings, both internal (on harmonization of travel procedures, best practices, etc.) and with external vendors.
• Analyze UNFPA travel practices; prepare and deliver presentations as required to outside interlocutors.
• Represent UNFPA in meetings regarding gap analyses and implementation of the Atlas Travel & Expense module, in order to ensure that the module and its future upgrades are in compliance with UNFPA’s mandate, needs, and Travel Unit capabilities.
• Network with the Travel Management Services (TMS) provider (AMEX) and other parties to coordinate travel cost assessments and to ensure that UNFPA’s needs are adequately addressed.
• Represent UNFPA at interagency meetings regarding the terms of service for the TMS provider.
• Advise senior management on the content and suitability of the Service Level Agreement (SLA) between UNFPA and UNDP covering the provision of travel services.
• Represent UNFPA in interagency meetings regarding UNLP, G-4 procedures and other visa requirements.
• Ensure that all travel is undertaken in strict compliance with UN Department of Safety and Security guidelines.
• Support UN Reforms and participate in the Inter-Agency Working Group on Travel (IATN).
Establish strong links with Regional/Country offices; directing them towards greater efficiency, transparency and regional harmonization in the sourcing of travel services
• Manage field offices interpretations of the travel policy.
• Analyze field office travel data by region and make determinations on improvements to practice that benefits the Organization.
• Monitor and direct Field Office practice as required in the purchasing of travel services to ensure they follow the most effective, cost efficient, transparent, etc approach.
• Promote a harmonized approach (integration of travel services between resident UN entities) to the sourcing of travel services at the Regional/Field level.
Supervise two support staff and perform other travel-related support functions
• Provide Travel Help Desk services, support and training to users on use of the Travel & Expense module, online booking system, and other tools.
• Coordinate with the Missions, Consulates and the Ministries of Foreign Affairs regarding the provision of transit visas and resident visas respectively.
How to apply:
UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.
Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at http://www.unfpa.org/employment
Please print out the Guide for your reference during the registration and application process.
Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
[1] No expectancy of renewal in accordance with UN Staff Regulations 4.5
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