Chief Travel Services, New York

Chief Travel Services, New York

Closing Date: Tuesday, 25 February 2014

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Organization

UNICEF - United Nations Children's Fund

Country

United States

City

New York, USA

Office

UNICEF New York

Grade

P-4

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Purpose of the Position
Under the overall guidance of the Chief, Administration Unit/DFAM, the incumbent will manage operational and administrative functions related to travel, mail & pouch, document publishing and reproduction and cafeteria services. The incumbent will also provide policy and procedural guidance to HQ locations, Regional and Country Offices in the same areas.
Key Expected Results
1. Responsible for periodic sourcing/negotiating contracts for New York headquarters travel agency (on-line and off-site call centre), visa processing, canteen services, reproduction/publishing services, mail services. Manage and monitor contractors to ensure contract compliance and satisfactory performance.
2. Support the continuing improvement of travel, mail and document reproduction/publishing work processes to achieve time and cost efficiencies.
This includes:
a) Design and functioning of electronic systems in these areas (SAP for travel requests globally and online air booking for NY). Propose and implement enhancements to the SAP system and on-line tool as possible.
b) Support the development of travel policies by the Division of Human Resources. Provide guidance on procedures for Headquarters and over 130 overseas offices. Monitor compliance with policies and guidance.
c) Supervise and coach teams administering these processes in New York. Provide remote training and coaching for country and regional office staff when needed or on request.
d) Continue and expand NY air ticket procurement for other locations when cost effective. Support the consolidation of air travel ticket procurement services on a global basis including global service centres as and when established.
3. Provide management with periodic travel analysis by identifying and monitoring key performance indicators [e.g. open TAs, travel cost/km, cost savings related to voluntary waiver of entitlements, travel agency service fee trends, with the goal of travel cost containment and reduction.
4. As UNICEF's Aviation Safety Focal Point liaises with UNDSS Aviation Risk Management Office and provides information and advice to senior management, offices and staff members on airline and aircraft safety issues.
5. Provide management and support as needed for DFAM in all areas of administration as required. Qualifications of Successful Candidate - An advanced university degree (Master's) in Travel Management, Tourism, Business Administration, Public Administration, Financial Management or a directly-related technical field(s) is required.*

• A first level university degree (Bachelor's) in a relevant technical field (as identified above), in conjunction with ten (10) years of relevant work experience, at the national and international levels, in office management and/or administration with emphasis on travel management and/or a directly-related technical field(s), may be taken in lieu of an advanced university degree (Master's).
• - A minimum of eight (8) years of relevant experience, at the national and international levels, in office management and/or administration with emphasis on travel management or a directly-related technical field(s), is required.
• - Prior hands-on experience in the use of major Global Distribution Systems in travel [Travelport (Galileo, Worldspan & Apollo); Amadeus; Sabre] is required.
• - Prior hands-on experience in ticketing/reservations/airport operations is considered highly desirable.
• - Prior knowledge and/or hands-on experience of an Enterprise Resource Planning system (i.e. SAP) is considered an asset.
• - Previous work experience within an international organization is highly desirable.
• - Previous hands on experience in a supervisory/managerial capacity is required.
• - Fluency in English (written & verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset. Competencies of Successful Candidate
• -Communicates effectively to varied audiences, including during formal public speaking;
• -Sets high standards for quality and consistently achieves project goals;
• -Able to work effectively in a multi-cultural environment;
• -Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources;
• -Demonstrates and shares detailed technical knowledge and expertise;
• -Ensures that team or department follows relevant company policies and procedures;
• -Translates strategic direction into plans and objectives;
• -Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear;
• -Sets clearly defined objectives and produces comprehensive project plans for the organization.
• UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

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