Position Name: Travel Management Officer

Employment Regime: Seconded/Contracted

Post Category: Mission Support-Management Level

Ref. number: SOM-154

Location: Mogadishu

Availability: ASAP**

Department: Mission Support Department/ General Services Division/General Support Section

Security Clearance

Level: EU CONFIDENTIAL**

Open to Contributing

Third States: No

1. Reporting Line:

The Travel Management Officer reports to the Head of General Support Services Section.

2. Main Tasks and Responsibilities:

· Within delegated authority and under the supervision of the Line Manager or his designated official, the Travel Officer will be responsible for the following duties;

· To manage efficient in-country, regional and international air travel for personnel and make appropriate arrangements for cargo to support the Mission operations;

· To follow established Mission SOP, policies and procedures;

· To manage and coordinate all air and duty travel related matters within the Mission;

· To manage EU and UN flight related matters for staff and cargo;

· To coordinate travel related issues with other Departments, Sections and Field Offices;

· To manage the administration of all official Mission travel, official shipments and incoming and outgoing shipments of personal effects;

· To review travel claims and supporting documentation for completeness, accuracy, validity, conformity to prior to approval and certification;

· To prepare and coordinate amendments to existing obligations as and when required, ensuring validity of budget commitments;

· To review and ensure that no claim is duplicated and that arrangements are made to collect charges for any deviation from the authorized itinerary and shipment allowance in excess of entitlements;

· To compile data and information and prepare travel related reports;

· To ensure that airline tickets are purchased under the valid contracts at the most competitive market prices following the financial and administrative procedures;

· To advice substantive departments/sections/offices, and other relevant staff of arrival information;

· To provide guidance on service quality matters;

· To advise on calculation of airfare, excess baggage entitlements, terminal expenses, daily subsistence allowance for staff traveling on missions, etc.;

· To ensure the most direct and economical routes and plan routings and itineraries accordingly;

· To establish reimbursable amount for each travel and processing of claims and invoices for payment when required;

· To produce reports, analyse and prepare evaluation of current claims procedures and policies;

· To verify that services provided by the airline authorities and shipping agents are rendered satisfactory and in accordance with the contract before processing invoices for payment;

· To replace other section officers as required;

· To undertake any other related task as requested by the Line Manager(s).

3. Mission Specific Tasks and Responsibilities:

· To analyse and find solutions for air operation support to operations.

4. Essential Qualifications and Experience

· Successful completion of university studies of at least 3 years attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 6 in the European Qualifications Framework OR a qualification of the first cycle under the framework of qualifications of the European Higher Education Area, e.g. Bachelor’s Degree OR equivalent and attested police and/or military education or training or equivalent rank. The qualification should be in any of the fields of Transport, Logistics, Engineering or Administration; AND

· A minimum of four (4) years of progressively responsible experience in administration or related field after having fulfilled the education requirements;

· Experience dealing with travel related matters at national or international level;

· Experience working with IATA rules and regulations as well as Global Distribution System such as Amadeus or SABRE.

5. Essential Knowledge, Skills and Abilities:

· Knowledge of the general administrative and financial procedures used in organizations related to financial and administrative procedures in travel management;

· Good command of spoken and written English including travel-related vocabulary;

· Experience in report drafting and writing;

· Very good computer skills to be able to operate in electronic document.

6. Desirable Qualifications and Experience:

· Experience working with ERP and electronic document management systems;

· Experience with UN, EU or charter flights;

· International mission experience, particularly in crisis areas with multi-national and international organisations, in a similar position.

7. Desirable Knowledge, Skills and Abilities:

· Knowledge of Reservation and Ticketing (e.g. AMADEUS Software);

· Conscientious and efficient in meeting commitments, observing deadlines and achieving results;

· Motivated by professional rather than personal concerns;

· Persistence when faced with difficult problems or challenges;

· Remains calm in stressful situations.