The
United Nations system in Indonesia works as a team to develop the best
strategy to respond to national needs and plans, building on agency
asset. To support its operations, UN Indonesia is opening following
vacancies for roster of qualified personnel to be based not only in
Jakarta but also in other areas as required . Candidates will be
assessed by UN Human Resources team for particular type/level of
function
Travel Clerk
Jakarta Raya
Jakarta Raya
Responsibilities:
Job code title: Travel Clerk
Pre-classified Grade: ICS-4
Supervisor: Administrative Associate
Under the supervision of the Administrative Associate, the Travel Clerk provides travel related services in a large Country Office ensuring high quality and accuracy of work in order to obtain the optimum travel services. He/she implements the rules and guidelines regarding travel and entitlements and provides solutions to issues related to travel. The Travel Clerk promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.
The Travel Clerk works in close collaboration Management Support and Business Development, Programme and Operations teams in the CO to ensure consistent service delivery.
Key Results Expected
Summary of Key Functions:
Provision of travel services
Implementation of sourcing strategies
Support to knowledge building and knowledge sharing
Supports travel management processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
Processing of Purchase orders for travel in Atlas.
Provision of information for cost-recovery bills in Atlas for the travel services provided by UN to other Agencies.
Provision of information to the staff on travel including travel route and hotel arrangement.
Processing travel authorization in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
Arrangements for security clearance when required.
Hotel reservations for visiting UN officials.
Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
Processing of application and renewal of UNLP for UN staff.
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
Extracting, inputting, copying and filing data from various sources. Maintenance of files.
Supports implementation of sourcing strategy focusing on achievement of the following result:
Collection of information on market situation in travel service area.
Collection of information for DSA and hotel surveys.
Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Participation in the training for the programme, operations and projects staff on procurement and travel.
Sound contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the execution of the CO travel services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UN capability in provision of efficient and first-class travel services.
Job code title: Travel Clerk
Pre-classified Grade: ICS-4
Supervisor: Administrative Associate
Under the supervision of the Administrative Associate, the Travel Clerk provides travel related services in a large Country Office ensuring high quality and accuracy of work in order to obtain the optimum travel services. He/she implements the rules and guidelines regarding travel and entitlements and provides solutions to issues related to travel. The Travel Clerk promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.
The Travel Clerk works in close collaboration Management Support and Business Development, Programme and Operations teams in the CO to ensure consistent service delivery.
Key Results Expected
Summary of Key Functions:
Provision of travel services
Implementation of sourcing strategies
Support to knowledge building and knowledge sharing
Supports travel management processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
Processing of Purchase orders for travel in Atlas.
Provision of information for cost-recovery bills in Atlas for the travel services provided by UN to other Agencies.
Provision of information to the staff on travel including travel route and hotel arrangement.
Processing travel authorization in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
Arrangements for security clearance when required.
Hotel reservations for visiting UN officials.
Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
Processing of application and renewal of UNLP for UN staff.
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
Extracting, inputting, copying and filing data from various sources. Maintenance of files.
Supports implementation of sourcing strategy focusing on achievement of the following result:
Collection of information on market situation in travel service area.
Collection of information for DSA and hotel surveys.
Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Participation in the training for the programme, operations and projects staff on procurement and travel.
Sound contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the execution of the CO travel services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UN capability in provision of efficient and first-class travel services.
Requirements: Recruitment Qualifications
- Education:Secondary education.
- Experience: 4 years of relevant administrative experience is in the areas of administration, procurement or travel service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.
- Language Requirements: Fluency in the UN and national language of the duty station.
Interested candidates are invited to send the application in ENGLISH, with:
- Cover letter, clearly specify suitability and availability date,
- Applicant must complete P11 Form and submit as part of their application, which can be downloaded from http://www.undp.or.id/p11/P11_Personal_history.docx
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