Senior Travel Assistant (GS-5)

About Us

The Organisation for the Prohibition of Chemical Weapons is the implementing body for the Chemical Weapons Convention, which entered into force on 29 April 1997. The OPCW, with its 193 Member States, oversees the global endeavor to permanently and verifiably eliminate chemical weapons.

The ultimate aim of the OPCW is to achieve our vision of a world free of chemical weapons in which chemistry is used for peace, progress, and prosperity, and to contribute to international security and stability, general and complete disarmament, and global economic development. Under the OPCW's oversight 96% of the chemical weapons stockpiles declared by possessor States have been verifably destroyed.

The OPCW was awarded the Nobel Peace Prize in 2013 for its extensive efforts to eliminate chemical weapons.

Our mission for a world free of chemical weapons makes people's lives better. Apply to be a part of our team to make the world a better place for all. 

General Information

• Contract Type
  Fixed-term General Service
• Grade
  GS5
• 
  Estimated monthly remuneration: Euro
  4.184
• Closing Date
  12/10/2024

Responsibilities

Job Summary

The General Support Services (GSS) plays a crucial role in ensuring the efficient functioning of the Organisation by providing smooth logistical and operational support. It assists with asset and property management, inventory control, supplies, travel, shipping and transportation, fleet management, visas and travel documents, insurance, catering services, mail services, cleaning services and contract management with external service providers.

Main Responsibilities

Under the overall supervision of the Head, General Support Services Section the incumbent performs the following functions:

1. Co-ordinates with various divisions within the organization on travel arrangements for duty travel, seminar/conferences and meetings, and ensure that a travel is undertaken in conjunction with official Administrative Directives, rules and regulations. 

a)    Checks and completes travel requests, including calculations for payment of daily subsistence allowance, and all other travel-related allowances as per applicable regulations and rules;

b)    Acts as a liaison between the official travel agent and travellers for all necessary travel arrangements, ensuring that the most economical fares/routes/modes of travel are used;

c)    Maintains an overview of the workload within the unit and ensures its efficient and timely completion;

d)    Maintains an appropriate audit trail of all travel expenditures, i.e. travel authorizations, travel agency approvals, etc.;

e)    Maintains databases, logs and files pertaining to travel;

f)     Trains new staff on how to carry out travel processing in the organisation’s electronic travel system, and provides user support when required;

g)    Carries out system reviews and proposes changes or updates where necessary, and maintain system user manuals;

h)    Performs other duties as required.

2. Invoice verification and payment authorization.

a)    Checks and authorizes all invoices (electronic and paper) for payment to the contracted travel agent, shipment contractor hotels and taxis;

b)    Keeps track of expected credits/refund;

c)    Maintains statistics related to travel, transportation and shipments;

d)    Provides clarification to budget and finance branch on all travel, shipment, and transportation matters.

3. Organizes the removal of household effects pertaining to entitlements upon appointment, home leave, education, and separation of staff.

a)    Co-ordinates with the removal company in respect of OPCW shipments;

b)    Ensures shipments are carried out within entitlements, in a timely manner, and within contractual conditions;

c)    Provides advice and assistance to staff members and responds to general queries;

d)    Maintains logbooks and files pertaining to removals.

Qualifications and Experience

Education

Essential: 

High School Diploma or equivalent Diploma of higher secondary education.

Desirable: 

Additional training in travel booking on a Central Ticket Reservation System.

Knowledge and Experience

Essential: 

At least five years of progressive responsibility and related experience in travel and shipment related work, especially in travel agencies/airlines.

Experience in using a Central Reservation System (CRS). This experience must be evident and easily demonstrate.

Desirable:   

UN or previous experience within an international organisation would be an asset.

Skills and Competencies

a)    Professionalism

Demonstrated conceptual and evaluating skills and ability to conduct independent research and analysis.

b)    Technological Awareness

Solid computer skills, including ability to produce statistical reports.

c)    Planning and Organizing

Ability to maintain focus and accuracy for sustained periods; ability to establish priorities and to plan, monitor work plans on a Unit level.

d)    Client Orientation

Ability to identify clients’ needs and find appropriate solutions.

e)    Communications

Ability to write in a clear and concise manner and to communicate effectively.

f)     Teamwork

Good interpersonal skills; ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

g)    Accountability

Aligning actions with the organisation's mission, adhering to ethical principles, utilising resources responsibly, contributing to achieving the OPCW's global objectives.

Knowledge of Dutch would be an asset.

Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Additional Information

Staff members in the General Services category are normally recruited and paid on a local basis.

This fixed-term appointment is for the duration of two years, with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules.

The mandatory age of separation at the OPCW is 65 years.

The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.

Only fully completed applications submitted before the closing date and through OPCW CandidateSpace will be considered. Only applicants under serious consideration for a post will be contacted.

Fixed-term staff members participate in the OPCW Provident Fund. A monthly staff contribution is met with a doubled amount by the OPCW under the provisions for social security. As the OPCW is exploring membership of the United Nations Joint Staff Pension Fund (UNJSPF), staff participation in the Provident Fund may be replaced by participation in the UNJSPF effective 1 January 2025.

Applications from qualified female candidates are strongly encouraged.

General Terms and Conditions

Important notice for applicants who are currently insured under the Dutch Social Security system

Although headquartered in the Netherlands, the OPCW is not a regular Dutch employer but a public international organisation with its own special status. Please be advised that if you are currently insured under the Dutch Social Security system, you will be excluded from this system as a staff member of the OPCW. You will consequently be insured under the organisation’s system. The above also applies to your dependents unless they are employed by a regular Dutch employer, they are self-employed in the Netherlands, or are receiving Dutch social security payments.

Please refer to the website of the Ministry of Social Affairs and Employment for more information about the possible consequences for you and your dependents, such as exclusion from ‘AWBZ’ and ‘Zorgverzekeringswet’ coverage: ‘Werken bij een internationale organisatie’.