Under the guidance of the Operations Specialist, the Travel/Transport Associate ensures execution of efficient travel services and processes in CO. The Travel and Transport Associate promotes a client-focused, quality and results-oriented approach in the Travel Unit. The Travel/Transport Associate will supervise Travel Assistants, Drivers, clerical and support staff of the Travel Unit. The Travel/Transport Associate works in close collaboration with the Operations, Programme and Projects’ staff in the Country Office and UNDP HQs staff for resolving complex Travel-related issues and information exchange. The Travel/Transport Associate will supervise Travel Assistants, Drivers, clerical and support staff of the Travel Unit. The Travel/Transport Associate works in close collaboration with the Operations, Programme and Projects’ staff in the Country Office and UNDP HQs staff for resolving Travel-related issues and information exchange

Specifically, the incumbent of the post will: 1. Ensures implementation of operational strategies focusing on achievement of the following results: - Full compliance of travel activities with UN/UNDP rules and regulations, policies and strategies; implementation of the effective internal control. - CO Procurement of most economical and safe travel services in strict compliance with the content of UN/UNDP Travel Policies in consultation with the direct supervisor and office management. - Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economical route and appropriate itinerary. - Calculate travel entitlements as per UN regulations and rules. 2. Supports travel management processes for CO, NEX/DEX projects and at the request of other UN Agencies focusing on achievement of the following results: - Preparation of travel plans for the office, projects and their implementation monitoring. - Organization of travel processes; including preparation and conduct of RFQs, in conjunction with Procurement Unit, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP Rules and Regulations. - Preparation of Purchase Orders and Contracts in and outside Atlas, preparation of Recurring Purchase Orders for contracting of Travel Services, vendors’ creation in Atlas. - Assist Procurement Unit in preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) of travel related Services as appropriate. - Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems. - Presentation of reports on procurement in the Country Office. - Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies. - Implementation of joint procurement of travel processes for UN Agencies in line with the UN reform. 3. Ensure organization and guidance in Protocol & Logistical Processes focusing on achievement of the following result: - Development and update of a sound database for protocol requirements, involving travel, visas, travel permits and documents. - Effective protocol arrangements for incoming and outgoing missions (including VIP arrangement/protocol at the airport as applicable). 4. Ensures proper facilitation of Transport Services focusing on achievement of the following result: - Preparation of transport planning for the Country Office. - Maintenance of the CO vehicle movement and usage (including daily up-dates of vehicle log books) - Implementation of Inventory Verification and inventory reports on CO transport system. - Supervision to Transport Unit Assistants and Drivers. 5. Ensure organization and provision of logistical & Common Services focusing on achievement of the following results: - Organization of acquisition of accommodation and purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; coordination of transfers from airports, provision of information on travel requirements and forms for facilitation of processing of travel related administrative issues. 6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: - Organization of trainings for the operations/ projects staff on Travel related matters. - Synthesis of lessons learnt and best practices in Travel & Common Services. - Sound contributions to knowledge networks and communication of practice.

• Secondary education. Specialized training in administrative or related field. University Degree in Business or Public Administration would constitute an asset. • 5 to 6 years of progressively responsible administrative experience is required at the national or international level. • Experience in the usage of computers and office software packages (MS Word, Excel, etc) • Proven ability to handle high-level protocol issues (including VIP protocol arrangement at he airport for incoming or outgoing missions). • Advance knowledge of automated procurement of travel systems, experience in handling of web-based management systems. • Excellent inter-personal and communications skills and ability to multi-taking under pressure and tight deadlines is an integral requirement. • Ability to work in a multi-cultural and multi-disciplinary environment coupled with sensitivity to age, culture, religion, race, gender and UN values. • Fluency in English. Knowledge of other UN languages would be an advantage.

Interested applicants can apply online at http//www.sudanjob.net or e-mail jobs.juba@undp.org or submit their applications and Curriculum Vitae, marked “Travel and Transport Associate” to UNDP Southern Sudan, Juba, with the Security at the gate. UNDP will only be able to respond to those applications in which there is further interest. Applications from qualified women candidates are encouraged.

Women Candidates are highly encouraged to apply.
Notice
UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process.