Job Description

Org. Setting and Reporting
The United Nations Office for West Africa and the Sahel (UNOWAS) is entrusted with the overall mandate of enhancing the contributions of the UN towards the achievement of peace and security in West Africa and the Sahel. It engages in preventive diplomacy, good offices and political mediation and facilitation in countries in West Africa and the Sahel. This position is located in the Mission Support Section. The Travel and Protocol Assistant will report to the Chief Human Resources Officer.


Responsibilities

Under the guidance and supervision of the Chief Human Resource Officer, the incumbent is responsible for the following: Travel Administration • Review and approve all the mission non-commercial travel authorizations, support official travel transactions as submitted by mission staff, and official shipments of personnel effects in conformity and adherence to applicable rules and policies, • Review expense reports routed in UMOJA to the Travel Unit to establish reimbursable amounts for official entitlements in conformity with Unites Nations rules prior to routing them to the Travel Claim Processor (TCP) in Umoja. • Coordinate with the relevant Business Partners or other parties regarding reimbursement of travel, which took place after the financial period was completed. Prepares amendments to existing Travel requests as and when required. • Review problematic Umoja Travel issues as requested by TSA, TCP or any ESS travel module user or approver and ensure that no claim is duplicated. • Assist staff members on Umoja ESS, troubleshoot system issues, identify challenges faced by UNOWAS staff in the processing of Travel related requests and transactions. • Monitor the processing of requests submitted to RSCE Travel Office, audit the tickets provided to UNOWAS staff members and ensure that the service provided complies with the SLA. • Act as UNOWAS travel focal point and duty officer with continuous follow-up with RSCE travel Office, keeping track of pending or incorrectly processed requests, stay alert to swiftly act for exceptional cases such as cancellations, changes in the original itinerary, or shot notice requests. Client Services • Provide continuous support to clients and assist on issues related to their official travel and the submission or approval of their travel requests or expense reports by the RSCE. • Provide training to staff members on Umoja travel solution as required. • Provide information to staff members on travel entitlements, policies, and procedures with regards to official travel, removal of personal effects, arrangements, and passport and visa requirements in accordance with governing rules and regulations. Protocol Services Provides backstopping support to the Protocol Officer and ensures continuity of protocol services in their absence: • Assists in coordinating VIP lounge arrangements at the airport for the SRSG and DSRSG, including facilitating immigration formalities, visa processing, and providing protocol and logistical support at points of entry. Ensures access to airport VIP facilities for eligible UN personnel visiting Senegal, in coordination with relevant authorities. • Assists in the processing of entry visas and extensions for non-staff personnel, including military personnel, UNPOL, UN Volunteers, and international contractors, ensuring compliance with host country requirements. • Supports the issuance and renewal of diplomatic identification cards for staff and eligible dependents, including the processing of courtesy visas and entry/exit formalities, and ensures timely and accurate handling of all related documentation. • Provides support on protocol-related administrative processes for official UN vehicles, including temporary admission, customs clearance, and the issuance of diplomatic registration plates, ensuring compliance with national regulations and established UN procedures. • Facilitate the implementation of the privileges and immunities of the Mission and its staff as far as they do not diverge from local laws, in pursuit of the protection and interests of the United Nations. • Assists in coordinating with local authorities on protocol aspects related to medical evacuations (MEDEVAC), as required.

Competencies

• Professionalism: Knowledge of travel and protocol related processing policies, procedures and practices and ability to apply them in an organizational setting. Ability Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Knowledge of airline booking procedures and system related fare structures. Ability to utilize electronic booking systems. Knowledge of protocol related services, including negotiating skills. Good knowledge and experience in the application of UN Staff Rules and Regulations Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.