1.TRAVEL ? Coordinates the travel of IPBES personnel, sponsored participants, and experts, traveling to and from a wide range of member states in connection with mission duties. ? Calculates and initiates entitlements for all such travel and submits to the Unit Supervisor for approval, e.g., airfare, excess baggage entitlements, terminal expenses, airfreight entitlements, daily subsistence allowance for staff and dependents on traveling on missions. ? Provides information to staff and consultants on the most direct and economical route, collects information, checks availability of funds, and drafts travel plan for the approval of the Executive Secretary; Provides information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for programme managers. ? Contacts airlines to make reservations, negotiates least expensive fares e.g., discusses with management of travel agency and with senior airline sales management for space on flights, reduced airfares, group discounts, and reduced excess baggage charges, initiates issuance of tickets; discusses discrepancies and problems. ? Calculates the residual values of partially used tickets when there is a rerouting. ? Computes and determines the revised amounts of per diem where there is deviation from original travel plans. ? Arranges for changes or cancellations requested by travelers and has tickets reissued, including obtaining reimbursement, where applicable. ? Converts departure and arrival times, as needed, and identifies class of accommodation corresponding to the nature of the travel. ? Examines and pre-audits the official itineraries of IPBES personnel, sponsored participants and experts, as stated in the travel authorization, in order to determine air travel cost entitlement of the proposed official travel of the mission personnel and ensures conformity with established rules, regulations, and relevant directives. ? Reviews travel claims and supporting documentation for completeness, accuracy, and validity, prior to forwarding to the Accounts Division; ensures that entitlements are in conformity with Staff Rules. Refers discrepancies back to Administrative and /or Certifying Officers for clarification and possible correction. Review and process travel requests and expense reports in Umoja for all travel categories for staff members and non-staff categories. ? Advises the Administrative Office of more efficient and cost-effective routings with regard to more complicated staff itineraries and assists them in making travel plans in order to take advantage of the benefits to be derived from advance purchases or special promotional fares. ? Verifies and prepares payment requests to third parties, and commercial entities, with respect to settlement of invoices. ? Maintains records of all travel authorizations processed and records savings accrued to the organization as a result of the cost savings techniques employed. Prepares subsistence payment rosters, related cost estimates, and miscellaneous obligating documents (MODs) for travel related to meetings and conferences; arranges subsistence payment to participants during IPBES meetings and prepares related financial reports. Drafts communications related to above duties, maintains chronological travel and other files and performs other administration services. ? Checks travel authorizations and cables and correct where necessary, ? Maintains a unified, efficient filing system both paper and electronic in connection to the work given. 2. PROCUREMENT ? Functions as IPBES’ Buyer and creates Purchase Orders for Low-value and High-value procurement. ? Obtains information/documentation as required; to process procurement requests outside of low value arrangements. ? Gathers information to produce tender documents (e.g., Invitations to Bids, Requests for Proposals, and Requests for Quotation) based on the nature of requirements and cost of procurement involved; 3. GENERAL ADMINISTRATION ? Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. ? Assists with visualizations and updating information material such as web pages or brochures. ? Performs other related duties, as assigned.

Requirements:

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Completion of CIPS procurement training (at least level 4) is required. A technical or vocational certificate in the field of travel, procurement, office management, or related fields is desirable. Supplementary and commercial training in general office support or related areas is required.

Work Experience

A minimum of seven (7) years of experience in travel management in the United Nations or other similar international organizations is required. The minimum years of relevant experience is reduced to five (5) for candidates with a first-level university degree or higher. A minimum of three (3) years of experience in procurement management is required. Experience working with Enterprise Resource Planning (ERP) systems such as Systems Applications and Products (SAP), e.g. UN Umoja, with at least three (3) years of experience in using the travel and procurement-related functions of SAP ERP systems is required. Experience in Microsoft Office specifically in Microsoft Word and Microsoft Excel is required. Experience with travel reservation systems, such as Amadeus, is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable. Knowledge of German is desirable. “NOTE: “fluency equals a rating of “fluent” in all four areas (read, write, speak, understand), and ” Knowledge of” equals a rating of “confident” in two of the four areas.