JOB SUMMARY

Travel & Visa Officer reports to the Onboarding and Operations Officer A-15.

RESPONSIBILITIES

– Supports the supervisor in all aspects of onboarding of new international staff and personnel, as well as managing their separation and transfer. Coordinates with the Human Resources Department (HRD) to ensure seamless delivery of onboarding services. Communicates with the new hires after acceptance of the job offer and coordinates issuing the United Nations Laissez-Passers (UNLP); arranges visas, tickets for appointment travel, shipment of personnel effects, initial induction, and connecting the new hires to the respective department or field office for arranging office space, IT equipment, email id, formal introduction, and miscellaneous administrative assistance. – Collaborates with Travel & Visa Assistants and assists the Onboarding and Operations Officer for the issuance of 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, including record keeping and ensuring return of documents on completion of assignments; secures visas and permits as applicable for official UNRWA travelers including consultants, official visitors and eligible family members as well as domestic workers of UNRWA HQ(A) staff from relevant embassies and/or host government offices. – Receives, prepares and reviews required travel documentation, including travel authorizations (TT8) in coordination with requesting staff and offices for proper record-keeping and reimbursement processes; analyzes and advises on the use of the most economical travel rates, including tendering and contracting of travel services and assists in tendering and contracting of travel services; makes travel and accommodation arrangements for official travelers in accordance with security requirements and, where applicable, their dependents, including handling requests for land transport. – Tracks issuance, expiry and renewal of required travel documents in coordination with relevant HRD staff with regards to validity of staff contracts to ensure timely and appropriate issuance or optional renewal and validity of visas & UNLPs to relevant staff. – Keeps records of all UNLPs and other UN travel documents for UNRWA staff members/consultants (International and Area), Agencywide, and maintains the updated statistical data on travel and visa matters in Travel Management System and prepares reports as required; ensures the validity and record keeping of travel documents (UNLPs, UN certificates) of UNRWA HQ(A)staff and keeps custody of area staff UNLPs. – Serves as the focal point and implements maintenance and updates of existing information systems and databases pertaining to travel, visa and UNLPs; serves as the focal point for the intranet and other information systems as relates to travel and the visa/permit regime of the host governments and embassies; prepares and verifies regular work reports, including the recording of statistical data on travel and visa matters through relevant software; verifies, handles and processes tickets and hotel accommodation invoices from contracted hotels, travel agents and airlines for the supervisor’s clearance and provides accurate financial information to Finance Department. – Scrutinizes UNLP application forms, ensuring proper completion and availability of all required attachments; and prepares and reviews forms and covering letters for signature; forwards to the issuing office and follows-up regarding issuance of new UNLPs: provides any additional documentation or clarification as may be required. – Performs such other duties as may be required by the supervisor(s).

REQUIREMENTS

Education

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

Job – Specific Qualification

Not available.

Work Experience

At least two years of relevant work experience in administrative work, preferably in a travel management function is required . A first university degree from an accredited educational institution in business or public administration or other related discipline is required . Excellent command of spoken and written English and Arabic is required . Possesses a valid driving license is required . Are you currently residing in Duty station. Please specify your current location. It is required.

Languages

Excellent command of spoken and written English and Arabic .