Jordan: Assistant Travel and Visa Officer

UNITED NATIONS RELIEF AND WORKS AGENCY

FOR PALESTINE REFUGEES IN THE NEAR EAST

UNRWA

UNRWA is a United Nations agency established by the General Assembly in 1949 and is mandated to provide assistance and protection to a population of some 5 million registered Palestine refugees. Its mission is to help Palestine refugees in Jordan, Lebanon, Syria, West Bank and the Gaza Strip to achieve their full potential in human development, pending a just solution to their plight. UNRWA’s services encompass education, health care, relief and social services, camp infrastructure and improvement, microfinance and emergency assistance. UNRWA is funded almost entirely by voluntary contributions. For its local team, where*,* UNRWA is seeking to employ a qualified:

Assistant Travel and Visa Officer

Vacancy Announcement Number

17-AR-AM-18

Grade

12

Deadline for Applications

29 April 2017

Duty Station

HQ Amman, Jordan

The incumbent reports to the Travel & Visa Officer, HQ (Amman). In accordance with Agency policy and procedures, the incumbent will:

Primary Duties and Responsibilities

· Track issuance, expiry and renewal of required travel documents in coordination with relevant HRD staff with regard to validity of staff contracts to ensure timely and appropriate issuance or optional renewal and validity of visas & UNLPs to relevant staff; and secure visas, permits, ID cards, exemption cards, driving licenses and other official documents for UNRWA HQ(A) staff (International and Area) and dependents, as applicable, from host government authorities, return of documents on completion of assignments;

· Scrutinize UNLP application forms, ensuring proper completion and availability of all required attachments; and prepare forms and covering letters for signature; forward to the issuing office and follow-up regarding issuance of new UNLPs; provide any additional documentation or clarification as may be required;

· Keep records of all United Nations Laissez-Passers and other UN travel documents issued for UNRWA staff members/consultants (International and Area), Agency wide. Update the validity and record keeping of travel documents (UNLPs, UN certificates) of UNRWA HQ(A) staff, and maintain the updated statistical data on travel and visa matters in Travel Management System and prepare reports as required;

· Receive and prepare required travel documentation, including travel authorizations (TT8) in coordination with requesting staff and offices for proper record and reimbursement process; and assist Travel and Visa Officer (TVO) in travel and accommodation arrangements for official travel in accordance with security requirements including handling and processing of tickets and hotel accommodation invoices; prepare requests for land transport;

· Provide TVO with the most economical travel rate and assist in tendering and contracting of travel services;

· Check invoices from hotels, travel agents and airlines and provide financial information to TVO;

· Draft official communications as required to Ministry of Foreign Affairs, Ministry of Interior, foreign embassies and other official departments in Amman; prepare circulars on travel, visa and UNLP issues as requested;

· Liaise with Administration/Travel Officers at various Field Offices and HQ Amman regarding UNLPs, including issuance, extension and cancellation of UNLPs.

Professional Knowledge and Experience

· A university degree from an accredited educational institution in business or public administration or other related discipline;

· At least two years’ experience in administrative work, preferably in a travel management function;

· Excellent command of spoken and written English.

Competencies

· Excellent communication skills;

· Proven ability in establishing effective internal and external work relationships at all levels;

· Client orientation, the ability to identify clients’ needs and match them to appropriate solutions;

· Proficiency in Agency standard software applications;

· Creativity, ability to take initiative and problem solving;

· Ability to work under pressure.

Desirable Qualifications

· Familiarity with World Airways Guide books;

· Knowledge of travel management.

Equivalency

When the minimum requirements are not fully met, the Director of Human Resources, in consultation with Director of the Administrative Support, may exceptionally substitute part of the unmet requirements with a combination of relevant academic qualifications, additional professional training and progressive relevant work experience.

NB: Work experience alone or formal qualifications with no relevant work experience are not considered an acceptable combination.

Additional Information

· Possession of a valid driving license.

Conditions of Service

The fixed term appointment is for 3 years including 1 year probation period. Monthly basic salary JD710.00. Other benefits include monthly Provident Fund contribution (15% of basic salary paid by the Agency), compulsory medical insurance, 30 days of annual leave, and dependency allowance (if applicable).

How to Apply

Applicants are required to register at http://jobs.unrwa.org by creating a personal profile and completing an UNRWAPersonal History Form. Please note that UNRWA only accepts degrees from accredited educational institutions. Only applications received throughhttp://jobs.unrwa.orgwill be considered. Due to the large number of applications received, only applicants short-listed for interview will be contacted. Please ensure that the e-mail address that you will indicate in your Personal History Profile is accurate, candidates shortlisted for test or interview will only be contacted by e-mail. No follow up phone calls will be made.

The United Nations does not charge fees at any stage of the recruitment process (application, testing, interviewing, etc). The United Nations does not concern itself with information related to bank accounts.

General Information

UNRWA encourages applications from qualified and experienced women.

UNRWA welcomes applications from qualified candidates with disabilities.

This vacancy notice is open to internal and external candidates. As an Area post, preference will be given to local candidates already based in the duty station of the post.

UNRWA is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for human rights, for diversity, and for non-violent means of dealing with all kinds of conflict. UNRWA staff are expected to uphold these values at all times, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for UNRWA jobs. UNRWA is a non- smoking work environment.

The Agency reserves the right not to make an appointment, to make an appointment at a lower grade, or to make an appointment with a modified job description.

On appointment, all individuals will be asked to sign a self attestation, confirming that they have not committed, been convicted of, or prosecuted for, any criminal offence and that they have not been involved, by act or omission, in the commission of any violation of international human rights law or international humanitarian law.

Date of issue: 29 March 2017/RJ

Applicants are required to register at http://jobs.unrwa.org by creating a personal profile and completing an UNRWAPersonal History Form. Please note that UNRWA only accepts degrees from accredited educational institutions. Only applications received throughhttp://jobs.unrwa.orgwill be considered. Due to the large number of applications received, only applicants short-listed for interview will be contacted. Please ensure that the e-mail address that you will indicate in your Personal History Profile is accurate, candidates shortlisted for test or interview will only be contacted by e-mail. No follow up phone calls will be made.

The United Nations does not charge fees at any stage of the recruitment process (application, testing, interviewing, etc). The United Nations does not concern itself with information related to bank accounts.