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Travel Associate

Kuala Lumpur

  • Organization: UNDP - United Nations Development Programme
  • Location: Kuala Lumpur
  • Grade: Administrative support - NPSA-6, National Personnel Services Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Transport and Distribution
  • Closing Date: 2025-02-07

Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

<Job Purpose and Organizational Context>

UNDP will engage an NPSA to support travel functions within the General Operations. The Travel Associate will work as part of General Operations in the Bureau for Management Services, UNDP Headquarters New York, and will be based in Cyberjaya Malaysia reporting to the Travel Analyst (IPSA holder). The expected duration of this assignment is for a period of 12 months. The desired working hours are 10am to 6pm Malaysia Standard Time.  

The Travel Associate (NPSA) will work under the direct supervision of the Travel Analyst (IPSA) 

 

Duties and Responsibilities
  1. Collect UNDP meeting/workshop participant documents via registration platform, verify documents and ensure follow-up with said participants if any documents are missing; Create travel profiles in UNall and AmexGBT portal for all travelers, as needed.
  2. Provide travel support to the travelers, liaising closely with a UNDP-contracted travel agent and follow-up to ensure receive a confirmed ticket for air travel and, a travel advance, where an advance is due; coordinate and facilitate changes and/or emergency provisions providing itinerary options when needed and monitor flights when needed; 
  3. Submit and/or process travel requests, claims and PO; follow-up with appropriate operations and travel support units to ensure that claims and expenditures are processed correctly and on a timely basis; 
  4. Follow-up with units to ensure that approvals of all related Travel Requests (TR) and TCs, POs, and invoices are issued on a timely basis, including compiling all necessary information and documentation to facilitate the authorization process;
  5. Review and clear travel document requests for onward processing;
  6. Review and process entitlement and monetized travel requests.
Competencies

Core 

Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Adapt with Agility:  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

 

Technical

Travel Desk - Ability to submit and process Travel Requests and Travel Claims; knowledge of relevant policy and procedures

Travel Policies and Procedures - Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

 
Cross-functional

Business Acumen - Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Effective Decision Making - Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Customer satisfaction - Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.

Provide inputs to the development of customer service strategy. 

Look for ways to add value beyond clients' immediate requests. 

Ability to anticipate client's upcoming needs and concerns.

 

Required Skills and Experience

 
Education:
  • Completion of secondary school, preferably supplemented by administration and/ or operations management studies.  
Experience:
  • A minimum of five years of travel administrative experience
  • Demonstrated client-facing roles and strong communication skills required;
  • Experience in the usage of computers and office software packages (MS Word, Excel etc.) and web based management systems required; 
  • Familiarity with and knowledge of a Global Distribution system that handles travel functions;
  • Basic experience with UN and UNDP operations is an asset and highly preferred.
  • Fluency in written and spoken English required; and working knowledge of another official UN language is an asset.
Disclaimer

 

 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

 
Applicant information about UNDP rosters

 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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