TRAVEL ASSISTANT (INTERNAL ONLY)

This position is located in the Islamabad office of the United Nations Military Observer Group in India and Pakistan (UNMOGIP). The Travel Assistant performs the duties under the direct supervision of the Senior Travel Assistant and overall supervision of the Chief Human Resources Officer.

Travel: Assists with the creation of Travel Requests, Shipment Requests and Expense Reports in Umoja/SAP on behalf of Mission UNMOs during onboarding, deployment and completion of ToD. Provides guidance on UN Travel rules, policies and procedures related to official travel and shipment of personal effects to mission personnel. Prepares documentation to obtain NOCs from the MoFA for staff/UNMOs/delegations and high-ranking officials visiting Pakistan from UNHQ or other countries or transiting through the Wagah Border. Drafts NVs, letters/correspondences addressed to multiple ministries, embassies, and official visits to the MoFA, Ministry of Interior, Passport Office and the Indian High Commission in Islamabad on a regular basis. Protocol: Assists with and executes airport protocol duties for the arrival, departure, visitation, joining, or repatriating international staff, official visitors, or delegations visiting UNMOGIP. Responsible for coordinating transport arrangements, ensuring seamless transitions through airport procedures and supports with hotel/guest houses accommodation arrangements. Assists in coordinating and compiling the necessary documentation for Diplomatic and Non-Diplomatic ID card applications for UNMOs, international staff, and their families, for submission to MoFA. Ensures all required documents are gathered and organized effectively well in time to facilitate the application process smoothly and efficiently. Visas: Arranges and initiates applications or extensions of Pakistani and Indian visas, follows up and coordinates passport endorsements and stamping processes for all international civilian staff members, their eligible dependents and Military Observers. Assists in timely processing of Military Observers visa extensions for India and Pakistan according to MoFA or the Indian High Commission's requirements. Scans information and meticulously updates records in both digital and physical form. Manages visa applications, maintains the visa dashboard to ensure accurate reporting of visa and travel data through the CPAS platform for international staff members, military observers, and their eligible dependents. Others: Delivers induction on travel and shipment for newly deployed Military Observers, International staff and performs FSS check in procedures. Responsible for the meticulous preparation and maintenance of files, including recording passport details, UN/MoFA IDs, Visas, and Travel Authorizations for all international staff, Military Observers and Mission official visitors in compliance with organizational procedures for efficient record-keeping and administrative support. Prepares documentation and obtain exemption certificates for household items, privately owned vehicles, official vehicles for Mission staff from Ministry of Foreign Affairs. Ensures the accuracy of vendor's invoices and accompanying documentation for official travel outside the mission area before forwarding them to the Finance Section for payment. Provides support and assistance to the Senior Travel Assistant and HR team with any additional assigned duties as needed.

• Professionalism: Knowledge of official travel related processing requirements, as well as United Nations travel policies, procedures, rules, and regulations and the ability to apply them effectively in day to day operations. Ability to perform a wide range of administrative, shipment, and protocol functions while exercising sound judgment and decision making in all assigned tasks within the organizational setting. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

High school diploma or equivalent is required.

Not available.

A minimum of five (05) years of progressively responsible work experience in travel administration, protocol coordination, or related administrative functions is required. The minimum number of years of relevant experience is reduced to three (03) years for candidates who possess a first-level university degree. Working knowledge of Microsoft office tools such as MS Word, and MS Excel is required. Experience using Enterprise Resource Planning (ERP) tools e.g SAP, Umoja is desirable. Experience within the United Nations Common system or comparable international organization is desirable.

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. UN Secretariat provides equal opportunity to all qualified female & male including the physically challenged candidates. UN is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. Qualified female candidates are strongly encouraged to apply. All applications will be treated with a fair and transparent manner.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.