JOB DESCRIPTION

H (no hardship)

Family

Family

GS6

General Service

Reason

Regular > Regular Assignment

2025-10-01

August 25, 2025

Travel Administration Associate

Organizational Setting and Work Relationships
The incumbent serves staff members going on mission/official travel and therefore deals with different UNHCR entities as well as external counterparts; the extensive customer exposure encompasses counterparts in other UN agencies, UNHCR field offices, and travel management companies.
The Travel Administration Associate has a strong sense of service-orientation towards travellers and developing teamwork relations beyond boundaries of the functional unit.
This job entails as well a significant portion of financial accountability by ensuring compliance with the UNHCR travel policies and triggering confirmation of reservations to the travel agent(s) and payment of travel entitlements to traveller(s).
The Travel Administration Associate communicates regularly with travellers, requiring a positive, knowledgeable solution oriented and service minded approach. To ensure smooth administrative support to travellers, it is of utmost importance that the incumbent is able to work under pressure in an accurate manner and limited supervision.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties
– Act as focal point for official travel and visa related questions and advise on queries related to travel processes and procedures.
– Maintain and update data and information on the authorisation and claiming process of TAs, in addition to maintaining relevant statistics for travel management and budget control.
– Arrange and confirm travel bookings for applicable staff members, Affiliate Workforce and external meeting participants in line with the rules and regulations in place,
– Creates and processes Travel Authorization (TA), Travel Advances and Travel Claims in accordance with the relevant administrative rules and regulations; respond to any queries and/or comments from the certifying or approving officer
– Ensure passengers have the standard security measures during each journey.
– Monitor the certification and travel claim process and liaise with travellers for compliance requirements.
– Produce report and analysis on travel spending and related statistics.
– Analyse the data upon the claim request from travel agency or humanitarian flight providers. In this capacity, respond to staff inquiries and draft routine correspondence to these external services.
– Assist the colleagues regarding UN document requests and processing of visa requests when required.
– Follow-up on the air ticket refunds with the travel agency.
– Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.

– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
– Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Business Administration, Finance, Accounting, Human Resources,
or other relevant field
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Familiarity with Oracle-PeopleSoft or other ERP system. Good knowledge of UN, UNHCR, other international organization or private sector Travel Policies and Procedures. Excellent oral and written communication skills. Very good knowledge of Excel.

Desirable
Microsoft Office tools such as Word, PowerPoint and Outlook. Database Management experience. Knowledge of a GDS (preferably Galileo or Amadeus) and air tariffs.

Functional Skills
CO-Cross-cultural communication
TV-Amadeus – Global Distribution System
TV-Galileo – Global Distribution System
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Travel is core to delivering the mandate of UNHCR as a field-based and emergency organization. It encompasses a wide variety of often complex types of travel, both in the field and at RBs/Headquarters. It is also a significant expense for UNHCR, subject to close scrutiny from external and internal stakeholders

The Global Travel Section is part of the Global Mobility and Infrastructure Service (GMIS), Division of Financial and Administrative Management (DFAM).

The Section”s primary mission is to define and implement UNHCR”s global travel management policies and strategy, ensuring operational efficiency and cost-effectiveness. This mission aligns with GMIS”s strategy of streamlining and consolidating travel management activities over the past few years. Ongoing initiatives include consolidating travel spending, establishing and implementing global agreements for travel services, and further modernizing travel processes and systems, leveraging the recently deployed cloud ERP travel solution.
The Global Travel Section offers guidance and support to Regional Bureaux and field offices, while coordinating mechanisms to ensure improved policy compliance across the organization.

The Global Travel Section also delivers client-oriented travel processing services, including the coordination of travel arrangements, and the review of travel requests and claims. Within the Section, the incumbent will be part of the Travel Hub based in Budapest, which, by leveraging the cloud-based ERP solution, provides this full range of travel processing services to both UNHCR Headquarters divisions and field operations

Desired Candidate Profile
G6– Budapest:
• Multiyear experience in travel administration within an international organization, the private sector, and/or a travel management company.
• Demonstrated experience in delivering client-oriented services, including managing complex situations that involve adhering to rigorous policy standards while simultaneously ensuring high levels of client satisfaction.
• Experience working under pressure in time-sensitive environments, handling high volumes of transactions efficiently and accurately.
• Proven experience using a cloud-based ERP travel solution—or a similar system.
• Excellent communication and teamwork skills.

Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.

For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.

NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements.

Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.

G6 – Salary range: NET 806,457 HUF – NET 944,644 HUF.

Benefits:

Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).

Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).

Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.

Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

English

,

,

,

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

 

Additional Qualifications

Skills

CO-Cross-cultural communication, TV-Amadeus – Global Distribution System, TV-Galileo – Global Distribution System, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Certifications

Accounting – Other, Business Administration – Other, Finance – Other, Human Resources – Other

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Negotiation & conflict resolution, Organizational awareness, Stakeholder management, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn”t require a functional clearance