UNITED NATIONS DEVELOPMENT PROGRAMME UNDP Jobs. JOB DESCRIPTION
Post Title:Logistics Assistant (Travel)
II. Organizational Context
Under the direct supervision of the Deputy Country Director – Operations , the Logistics Assistant (Travel)
provides travel services ensuring high quality and accuracy of work.
The Logistics Assistant promotes a client, quality and results-oriented approach in the Unit.
The Logistics Assistant works in close collaboration with the, programme and projects staff in the CO and
UNDP HQs staff to exchange information and ensure consistent service delivery.
III. Functions / Key Results Expected
Summary of Key Functions:
Implementation of Logistics and Facilities strategies
Support to travel management process
Provision of travel services
Support to knowledge building and knowledge sharing
Ensures implementation of Logistic and Facilities strategies focusing on achievement of the following results:
Full compliance of travel-related activities with UN/UNDP rules, regulations, policies and strategies.
Support to the CO administrative business processes mapping and elaboration of the internal
standard operating procedures (SOPs).
Preparation of administrative team results-oriented work plans.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
Provision of information for preparation of cost-recovery bills in Atlas for logistical services provided
by UNDP to other Agencies.
Ensure implementation of cost saving measures through negotiation with travel service provider,
arrangement of the most economic route and appropriate itinerary.
Supports travel management processes for CO, NEX projects and other Agencies focusing on
achievement of the following results:
Creates vendors in ATLAS and prepares Purchase Orders for tickets and DSA/Terminal payments.
Provision of travel services for the office.
Implementation of the internal control system which ensures that requisitions are duly prepared and
dispatched. Timely corrective actions on POs with budget check errors and other problems.
Creates goods receipt in ATLAS for travel-related POs.
Conducts DSA, Travel Agency, Car Hire, Vehicle Maintenance, Hotel and Conference facilities
surveys to ensure best deals for UNDP and UN system.
Follow up with contracted travel agent to ensure provision of high quality professional service and
most competitive price.
Review travel requests, establish travel entitlements and issue travel authorizations for UN staff
members/their dependents as per UN rules and regulations
Provision of information to the staff on travel including entitlements, travel route and hotel
arrangement.
Processing travel authorization and travel claims in line with travel entitlements for staff,
consultants, UN and visitors, ensuring that the travel arrangement follow UN rules of most direct
route and most competitive prices.
Monitors status of travel and tickets issuance through tracking sheet and statistics on travel
Hotel reservations for visiting UN/UNDP officials.
Support all security related matters including arrangements for Security clearance for meeting
participants under the CO.
Contributes to implementation of sourcing strategy focusing on achievement of the following result:
Update of the rosters of travel agents.
Collection and analysis of market situation on travel service area. Conduct of surveys/biddings of
travel services.
Preparation of LTA’s for travel and hotel services on behalf of UN Agencies.
Ensures provision of travel services focusing on achievement of the following results:
Purchase of tickets
Timely conducted DSA, Travel Agencies, and hotel facilities surveys.
Support of staff on travel requirements.
Supports knowledge building and knowledge sharing in the CO focusing on achievement of the
following results:
Participation in the trainings for the operations/ projects staff on travel;
Sound contributions to knowledge networks and communities of practice.
Be fully familiar with Corporate websites and keep abreast of policies, rules, regulations and best
practices.
IV. Impact of Results
The key results have an impact on the execution of the CO travel services management and
clearing/forwarding in terms of quality and accuracy of work completed. Accurate data entry, presentation of
information and client-oriented approach enhances UNDP capability in provision of procurement services.
V. Competencies
Corporate Competencies:
Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas,
acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a variety of standard tasks related to travel management including preparation of
documents, data provision, provision of information and filing;
Good knowledge of travel operations.
Strong IT skills
Ability to provide input to business processes re-engineering, implementation of new system
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
VI. Recruitment Qualifications
Education:Secondary Education with specialized training in Business Administration and IATA Diploma. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience:
3 to 5 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of
automated procurement systems, experience in handling of web based management systems. Class C driving license.
Language Requirements:
Fluency in English and Swahili. French would be an asset but not a requirement.
All interested applicants are expected to submit an application including
:Letter of interest explaining why they consider themselves the most suitable candidates for the position.
Personal CV including past experience in similar work and contact details of referees Applications should be addressed to consultants.ken@undp.org to reach us not later than 5 October 2010
Monday, October 4, 2010
UNDP Kenya Jobs. Logistics Assistant Job Vacancy.
