Travel assistant (CIC)

United Nations University; Helsinki; On-site; EUR 31,000 - 34,000; Full time

Job summary

United Nations University–WIDER in Helsinki invites applications for a locally recruited Travel Assistant to support the Project Support Team. You will handle travel requests, book air tickets, prepare travel authorizations and DSAs, and liaise with travellers under UNU travel guidelines.

Requirements include a High School diploma with enrollment or completion of a degree in Hospitality, Tourism and Experience Management, strong MS Office skills, and fluent English.

Qualifications

• High School diploma and enrollment or completion of a degree in Hospitality, Tourism and Experience Management.
• Strong MS Office skills including Excel, Access and Word.
• Excellent spoken and written English; other UN languages and Finnish are assets.
• Diplomacy, accuracy and ability to work under minimal supervision.
• Ability to prioritize, multi-task and meet deadlines.

Responsibilities

• Assist with travel requests for personnel and meeting participants.
• Provide information on rates and travel schedules for itineraries.
• Liaise with travellers, book air tickets per UN UNU guidelines.
• Calculate daily subsistence allowance payments.
• Prepare travel authorizations and visas.
• Review travel documentation for completeness and accuracy.
• Support reporting and other duties as assigned.

Skills

MS Office proficiency

Excellent communication skills

Fluent English

Multicultural teamwork

Detail-oriented

Education

High School diploma

Degree Programme in Hospitality, Tourism and Experience Management

Tools

MS Office

Job description

UNU-WIDER is looking for a locally-recruited travel assistant with a High School diploma, and should be enrolled or have completed a Degree Programme in Hospitality, Tourism and Experience Management.

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 furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity-building, to solutions to the pressing global problems that are the concern of the United Nations and its Member States. For more information please visit www.unu.edu .

United Nations University World Institute for Development Economics Research (UNU-WIDER)

UNU-WIDER is a leading international development economics think tank. The Institute provides economic analysis and policy advice with the aim of promoting sustainable and equitable development for all. The Institute began operations in 1985 in Helsinki, Finland, as the first research centre of the United Nations University. Today it is a unique blend of think tank, research institute, and UN agency — providing a range of services from policy advice to governments, as well as freely available original research.

UNU-WIDER is looking for an outstanding individual with strong commitment and potential to support the Project Support Team of the Institute.

Responsibilities

Under the overall supervision of the Chief, Administrative and Support Services the Travel Assistant will perform a variety of administrative duties:

• Assists with travel requests for personnel and meeting participants;
• Provides information on rates and travel schedules for specific itineraries;
• Liaises with travellers, purchases air tickets in accordance with UN travel rules and UNU travel guideline;
• Calculation of Daily Subsistance Allowance (DSA) payments;
• Prepares travel authorizations;
• Co-ordinates with embassies to assist travellers obtain visas;
• Assist in resolving cases with changes/cancellations/problems;
• Reviews travel claims and supporting documentation for completeness, accuracy, validity and conformity with UN Regulations and Rules;
• Collects data on travel for reporting purposes;
• Other duties as requested by the Supervisor.

Required qualifications and experience

• High School diploma and be enrolled or have completed a Degree Programme in Hospitality, Tourism and Experience Management;
• Working knowledge and experience in the use of MS Office such as Excel, Access and Word;
• Excellent communication skills with fluency in both oral and written English. Knowledge of other United Nations official languages and Finnish is an asset;
• Diplomacy, aptitude and accuracy in detail work are essential;
• Ability to work under minimal supervision and with high level of resilience;
• Strong ability to establish priorities, multi-task and work within tight timelines;
• Excellent team player with strong interpersonal skills and ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Remuneration

The remuneration is based on an hourly rate of EUR 15 for actual hours worked.

Duration of contract

Full time work (37.5h/week) will be performed at UNU-WIDER premises. The contract period will be ideally three (3) to five (5) months. General conditions of contracts for the service of individual contractors apply.

This is a locally-recruited position and no relocation allowance applies. The post is limited to a person residing in Finland including persons holding a valid work permit. 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.

This contract carries no entitlement to paid annual leave or sick leave.

Starting date: As soon as possible.

Application procedure

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8).

Organizational unit

United Nations University World Institute for Development Economics Research (UNU-WIDER)

Reference number

2016/ UNU/WIDER/TA