Travel Assistant, G5

This position is based at the United Nations Office on Drugs and Crime (UNODC) Country Office in Pakistan, with the duty station in Islamabad. It supports the Regional Office for Afghanistan, Central Asia, Iran, and Pakistan, as well as the Regional Office for Southeast Asia and the Pacific and the Regional Office for South Asia. The Travel Assistant reports directly to the UNOV/UNODC Travel lead in Vienna and receives administrative guidance from the Country Office Representative or the designated Associate Finance Officer. The role is part of the UNOV/UNODC Travel Consolidation initiative, providing operational travel support across multiple UNODC regional offices.

Key Responsibilities

Coordinate official travel arrangements and provide detailed information on entitlements, policies, and procedures related to travel, shipment of personal effects, passports, and visas in line with UN regulations. Calculate airfares, excess baggage, terminal expenses, and daily subsistence allowances for staff, dependents, and affiliates, preparing itineraries that ensure cost-efficiency and direct routes in collaboration with the Travel Unit in Vienna.

Assist with troubleshooting the SAP/Umoja system and support field offices on travel-related issues. Secure reservations and ticket issuance through airlines or travel agencies, liaising on complex itineraries and managing cost deviations and reimbursements. Approve travel and shipment authorizations, including amendments, and calculate lump-sum entitlements where applicable.

Guide travelers on travel claim reconciliation, reviewing claims for accuracy and compliance, and referring discrepancies for corrective action. Support travel requirement analysis and identify cost-saving strategies. Maintain records of travel authorizations and document savings achieved.

Monitor ticket refunds and review monthly travel agency reports and invoices, ensuring accuracy before submitting payment requests and reconciling invoice errors in Umoja. Assist in drafting Terms of Reference for travel agency procurement and support vendor registration in SAP/Umoja.

Maintain internal databases and travel agency contracts, monitor contractual agreements, and inform users of their rights and obligations. Contribute to operational strategy implementation by supporting travel process improvements and developing Standard Operating Procedures in consultation with supervisors.

Liaise with Travel Management Contractors on performance monitoring, airline discount negotiations, ticket cancellations, refunds, and other travel-related matters. Assist in preparing briefing materials, presentations, and background documentation for meetings. Support data collection, analysis, and visualization for reporting and knowledge management, including SAP module reports and BI compilations. Perform other related duties as required.

Required Qualifications

A high school diploma or equivalent is required. Candidates must have a minimum of five years of relevant work experience in travel administration, administrative services, finance, or related fields. This requirement is reduced to three years for candidates holding a first-level university degree or higher.

Experience must include travel administration tasks such as processing official travel, calculating travel entitlements, preparing itineraries, or reviewing travel claims. Proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint) and web-based tools is essential. Experience with Enterprise Resource Planning systems like SAP/Umoja is desirable.

Preferred Qualifications and Benefits

Experience within the United Nations system or similar international organizations, particularly in administrative services, is advantageous. Familiarity with the travel industry, airline reservation systems, or Global Distribution Systems (GDS) is preferred. Skills in data collection, analysis, and visualization, including the creation of graphs, charts, and reports, are desirable.

Fluency in English is required at UN Level II across reading, writing, listening, and speaking. Knowledge of French is not mandatory for this position.

This is a fixed-term appointment initially for one year, subject to mandate continuation and funding availability. The United Nations is committed to diversity, gender equality, and inclusion, encouraging qualified female candidates to apply. Reasonable accommodations are available for applicants with disabilities upon request.

The recruitment process adheres to the highest standards of efficiency, competence, and integrity, with no fees charged at any stage. Applicants must comply with UN values and policies, including zero tolerance for violations related to human rights, sexual exploitation, abuse, or harassment.