Travel Associate

Juba | Juba


The Republic of South Sudan/ Inter-Governmental Authority for Development (RSS/IGAD) Regional Initiative aims to support state-building through the identification and deployment of 139 qualified Civil Servants from IGAD Member States. These Civil Servants will be contracted by RSS and deployed in strategic functions within RSS national ministries, commissions; and state-level local government to strengthen institutional ability through provision of longer-term surge capacity transfer, in order to strengthen service delivery to the people of South Sudan.

Under the overall guidance of the Project Manager; and the direct supervision of the Project Management Specialist, the incumbent will provide administrative support for smooth implementation of the RSS/IGAD Regional Initiative in compliance with all relevant UNDP rules and regulations.

The Travel Associate will work in close collaboration with the Operations, Programme and project staff; and promote a client, quality and results-oriented approach consistent with UNDP rules and regulations.

Duties and Responsibilities

Summary of Key Functions:

  • Provision of travel services/Support to travel management processes,
  • Implementation of sourcing strategies
  • Support to knowledge building and knowledge sharing

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

  • Processing of Purchase orders for travel in Atlas. Ensures availability of budget according to COA.
  • Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies
  • Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.
  • Provision of information to the staff and Civil Service Support Officers (CSSOs) on travel including entitlements, travel route and hotel arrangement.
  • Arrangements for security clearance when required.
  • Processing travel authorization and travel claims in line with travel entitlements for staff, CSSOs, consultants, and visitors, ensuring that the travel arrangement follows UNDP rules of most direct route and most competitive prices.
  • Hotel reservations for CSSOs, South Sudanese counterparts, and supervisors during induction and review sessions; Project Board Members and Project events.
  • Processing requests for visas for all Project travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
  • Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
  • Processing of application and renewal of UNLP for Project staff.
  • Preparation of routine correspondence, faxes, memoranda and reports in accordance with Country Office SOP.
  • Preparation of consolidated reports on Project ticket issuance; and payment logs for effective financial management.
  • Reconciliation of settlements to be paid by the Finance Unit.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

  • In liaison with the Procurement Unit, collect and analyze market situation on travel service area; and conduct of surveys/biddings of travel services.
  • Support the conduct of surveys and analysis of most competitive hotel prices and quality of hotel services; submission of report to the Country Office and distribution of the approved hotel lists to Project staff and CSSOs.
  • Support the preparation of LTAs for travel and hotel services for the Project and Unit.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Participation in the training for the programme, operations and projects staff on procurement and travel.
  • Sound contributions to knowledge networks and communities of practice



Functional Competencies:

Building Strategic Partnerships

Maintaining information and databases

  • Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Presentation of information on best practices in organizational chang

  • Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Data gathering and implementation of management systems

  • Uses information/databases/other management systems

Client Orientation

Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly

Promoting Accountability and Results-Based Management

Gathering and disseminating information

  • Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

Required Skills and Experience


Secondary education. Specialized training in procurement and travel desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.


  • 6 years of relevant administrative experience in the areas of administration, procurement or travel service.
  • 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.

Language Requirements:

Fluency in English, with good working knowledge of Arabic an asset.

Interested applicants should apply online through the below link:

Cut and paste the link to your browser if you are not able to click on it.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
  • Organization: UNDP - United Nations Development Programme
  • Location: Juba | Juba
  • Grade: Mid/Senior
  • Occupational Groups:
    • Administrative support
    • Administrative support
  • Closing Date: 2016-05-09

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