Overview
The UNV Travel Arranger will provide effective support in travel itinerary and ticketing management, government administrative, visa and stay permit formalities, and payment processes.
Key Responsibilities
- Support Travel Management Services activities including reservation, ticketing, hotel reservations, allowance calculation, and submitting requests using UNDP applicable tools.
- Process travel requests utilizing the UNDP ERP System (UNall and Quantum) and coordinate with the contracted Travel Agent.
- Verify that all travel authorizations are validated by the appropriate budget owners.
- Process e-Requisitions and Purchase Orders (POs) related to travel expenses.
- Coordinate all travel-related payment processes.
- Provide administrative and logistical support for meetings, workshops, and events.
- Maintain accurate travel records and ensure compliance with prevailing UN travel policies.
- Support the processing of government administrative requirements, visas, stay permits, and related documentation.
- Process visa requests, UN Laissez-Passer (UNLP) applications, renewals, and related travel documentation.
- Arrange and monitor security clearances through the TRIP system.
- Follow up proactively on the status of visa, stay permit, government administrative formalities, and UNLP applications.
- Maintain and regularly update databases containing records of UNDP/UN personnel and eligible dependents regarding visa and stay permit status.
- Provide travelers with accurate information on travel entitlements, routing options, accommodation policies, and other travel-related requirements.
- Maintain up-to-date traveler profiles and supplier databases.
- Conduct travel cost analyses and identify opportunities for cost savings.
- Resolve travel-related issues, including itinerary changes, cancellations, and ticket refund processes.
- Prepare Requests for Payment (RFPs) and verify the completeness and accuracy of supporting documentation.
- Support procurement activities in compliance with UNDP rules, regulations, policies, and procedures.
- Liaise with potential vendors and support solicitation processes, evaluations, and contract-related administrative requirements.
- Assist in creating and monitoring Purchase Orders and procurement-related documentation.
- Support the monitoring of Admin One Click processes and ensure timely processing of administrative transactions.
- Participate in trainings for the operations/ projects staff.
Required Experience
Minimum experience of 3 years is required, experience in administrative on travel field would be preferrable. Some experience in official correspondence, and coordination activities. Experience in travel, GOI admin protocol and formalities, activities. Experience in working with International Organization or Government. Experience working in dynamic working environment that has Standard Operating Procedure in Procurement Process and Contract Filing. Familiar in UNDP/UN procedures. Experience in using web-based system. Experience in managing asset would be preferable. Familiar with Travel and Expenses (T&E) Atlas Module are advantage.
Qualifications
Bachelor’s degree in any field