Temporary Appointment: Travel Associate, GS-6, DFAM, NYHQ, #130628

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

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Visit our website to learn more about what we do at UNICEF.

For every child, [hope]

This post resides within the Administrative Management Services (AMS) Section of DFAM, and reports to the Administrative Manager, Travel & General Services Unit. The incumbent is expected to coordinate the travel of Staff Members on authorized travel, including the issuance of the Travel Authorization, preparation of travel documents and visas. Also verifies itineraries, routings, and ticket costs, including examining travel claims for accuracy and conformity to authorization prior to final settlement, when required. Travel includes official missions, repatriation, transfer, home leave, family visit, education grant travel, and arrangements for consultants and candidates.

How can you make a difference? 

Under the supervision of the Administrative Manager, Travel & General Services Unit, the incumbent shall:
1. Responsible for monitoring airline rates submitted by the travel agent by utilizing an airline global distribution system (SABRE) and air tariffs. Recommending the most economical route available taking into consideration the official itinerary, UN/UNICEF Regulations as they pertain to the specific travel indicated, preferred carrier agreements as they impact on cost savings within guidelines set forth in the Staff Rules, HR Manual through circulars, or by precedent.

2. Reviews travel requests to guarantee proper completion. Consults requesting offices for any clarification/ correction. Resolves problems between the travel agency and the traveller in cases where there is a conflict between traveler’s plans and the authorized entitlements by explaining to the Staff Member the pertinent regulations and rules and by suggesting various alternatives.

3. Analyzes, examines, and investigates all travel claims:
a. Verifies that travel has taken place in accordance with the Travel Authorization by checking approved itinerary against actual travel: checks stopovers whether official or personal checks whether official vehicles provided; verifies that approved DSA rates are in accordance with ICSC DSA circulars in effect at time of travel' ensures that personal days have not been included in DSA calculations.
b. Ensures that the Travel Claim is accompanied by supporting documentation including the TA, used and unused ticket stubs, boarding passes receipts for authorized expenditures and where no receipts are available, an explanation for the expenditure.
c. Reviews any additional expenditures which are not part of the original entitlement such as hotel overages, airport taxes, official telephone bills and excess baggage charges to ensure they fall within the guidelines of UNICEF Administrative Rules and Regulations before submitting for payment.
d. Deducts travel advance amounts indicated on the original Travel Authorization from settlement.
e. Refers any discrepancies to the claimant for amendment and upon conformity submits to Chief of Section for approval of payment.
f. Requests refunds of cancelled tickets or unused portions of tickets issued in New York as well as in the field from Travel Agent, Airlines, or field offices after calculating fare on used portion against actual fare paid. Follows-up on refunds to ensure that all credits due to UNICEF are received in a timely manner.

4. Determines travel cost to the organization after calculation of ticket costs, terminal expenses, daily substance allowances, and shipment costs. Prepares appropriate travel authorization.

5. Serves as Level 2 Support for all global e-Travel inquiries in Service Gateway. In the event GSSC Customer Care Team is unable to resolve a case, it will be transferred to the NYHQ travel team for further review and resolution.

6. Monitor security conditions worldwide through Personnel Policy and Services Section, and security Bulletins to ensure U.N. or appropriate clearances are obtained prior to releasing Travel Authorization. Responds to inquiries regarding clarifications on UN Re