Travel Coordinator at United Nations University (UNU)

Travel Coordinator

POSITION:Personnel Service Agreement
REFERENCE NO.:2015/UNU/HQ/PSA/TC/48
LOCATION:Tokyo, Japan
TIMEZONE:UTC +9
CLOSING DATE:Open until the position filled

Organizational Unit: UNU Centre Administration, Procurement

United Nations University objectives:

The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate teaching and capacity development, and dissemination of knowledge in furtherance of the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

Responsibilities:
Under the supervision of the Procurement & Administrative Officer in Kuala Lumpur, the Travel Coordinator provides travel-related services to the UNU Center in Tokyo, ensuring high quality and accuracy of work in order to obtain the optimum travel services. The Travel Coordinator implements the rules and guidelines regarding travel and entitlements, and provides solutions to issues related to travel. The Travel Coordinator promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

Responsibilities include the following duties:

• Supports travel management processes and ensures that all travel is expeditiously processed and fully compliant with corporate travel guidelines and requirements.
• Works closely with contracted travel agent to ensure provision of high-quality professional service and compliance with UNU travel policy in terms of air ticket procurement, hotel reservations, logistical, visa, insurance and other arrangements.
• Provides information to UNU travelers on travel route, entitlements, costs and requirements;
• Processes travel authorizations in line with travel entitlements for UNU personnel travelling on official travel
• Processes Requisitions and Purchase orders for travel in ERP financial management system, and payments for travel expenses, claims and invoices;
• Monitors Note Verbale log for visa requests and submission of travel confirmation certifications;
• When required, collects and analyses market situation on travel service area, conduct of DSA surveys and analysis of most competitive hotel prices and quality of hotel services for DSA survey
• Assists with other tasks of the unit as required.

Required qualifications and experience:

• A minimum bachelor’s degree with at least 4 years of prior working experience in the airline industry or a travel agency.
• Specialized training in travel is desirable.
• Ability to perform a variety of repetitive and routine tasks and duties related to travel support and general administration support.
• Ability to review data, and identify and adjust discrepancies.
• Ability to handle a large volume of work possibly under time constraints.
• Good knowledge of travel rules and regulations.
• Must be conversant in usage of computers and office software packages (MS Office applications) and experience in handling ERP system (ATLAS) or other web based management systems highly advantageous.
• Ability to organize and complete multiple tasks by establishing priorities.
• Fluency in both spoken and written English, able to show sound grasp of grammar, spelling and structure in the English language.
• Good command of spoken and written Japanese.
• Ability to establish, build and maintain effective working relationships with staff and clients to facilitate the provision of support.
• Commitment to teamwork and the ability to work well in a diverse, multicultural environment..

Remuneration:

Remuneration will commensurate with qualifications and experience.
Duration of contract

This is full-time employment on a one (1) year Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance. The combined duration of appointment shall not exceed six (6) years.

The successful candidate will be employed under a local contract and will not hold international civil service status nor be a “staff member” as defined in the UN Staff Rules and Regulations.

Applications from suitably qualified women candidates are particularly encouraged.

Starting date:As soon as possible.

Interested applicants should submit their applications, preferably by email (to tc_psa@unu.edu), and must include the following:
• a cover letter setting out how the qualifications and experience match the requirements of the position
• a completed and signed UNU Personal History (P.11) form:http://unu.edu/about/unu-services/hr/applying-for-a-position#files.

Please avoid using similar forms provided by other United Nations organizations
• an indication of the reference number of the vacancy announcement (2015/UNU/HQ/PSA/TC/48)
Only short-listed candidates will be contacted.