United Nations Development Programme (UNDP) As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience. Tackling the climate crisis requires all countries to make bold pledges under the Paris Agreement, or NDCs, to reduce emissions of the greenhouse gases that cause global warming and strengthen adaptation to its impacts. The Climate Promise is our commitment to ensure that any country wishing to increase the ambition of their national climate pledge is able to do so.

Job Summary

• The Travel & Protocol Assistant works in close collaboration with the Operations, Programme, and Projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery as well as high quality and accuracy of work. The incumbent provides support to the Protocol Associate and Travel Assistant on administrative and finance-related tasks while promoting a client and result-oriented approach.

Key responsibilities of UNDP Jobs in Kabul, ( Travel & Protocol Assistant):

• Contributes to the implementation of operational strategies
   Supports travel and protocol management processes
     Contributes to the implementation of sourcing strategies
   Supports knowledge building and knowledge sharing.
• Contributes to the implementation of operational strategies:
    Full compliance with UN/UNDP rules and regulations, policies and strategies on protocol and travel management.
   Full compliance with UN/UNDP rules and regulations in the implementation of effective internal control, proper design and functioning of a client-oriented travel and visa management system.
• 2.   Supports travel and protocol management processes for CO Units, UNDP projects, and at the request of other Agencies:
   Assists in processing travel in Quantum via the Travel module;
    Assists in processing cost-recovery bills in Quantum for the travel services provided by UNDP to other Agencies.
   Follows up with contracted travel agent to ensure the provision of high-quality professional service and the most competitive price.
   Processes travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors.
    Processes requests for Afghanistan visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff as relevant.
   Processes visa requirements for international official business travel by UNDP and other UN personnel.
    Processes approvals required for VIP access to the Afghanistan Airports 
    Prepares official communication in relation to travel and protocol services and in accordance with CO SOPs.
   Provides support on hotel management and hotel reservations for visiting UN/UNDP officials.
   Support to plan missions for delegations in country and within country.
    Supports Travel Profile creation as required.
    Prepares Travel related reports on a regular basis.
   Supports to ensure audit readiness for all travel and protocol related activities.
   Ensures the timely processing of invoices for travel service providers. 
   Supports the maintenance of all documentation and records relating to the travel and protocol related activities. 
   Supports the development of Logistics Notes for events, ensuring accuracy of information relating to travel and protocol matters.
• 3 Contributes to the implementation of sourcing strategies:
    Assists in the collection and analysis of the market situation in travel service areas.
   Provides support on coordination of DSAs and assists in conducting administrative surveys.
   Assists in planning for and the preparation of LTAs for travel and hotel services on behalf of UN Agencies.
• 4. Supports knowledge building and knowledge sharing in the CO:
   Participation in the training for the programme, operations, and projects staff on travel.
   Sound contributions to knowledge networks and communities of practice.
• Performs other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.
• Institutional Arrangement
• Under the overall guidance of the Operations Manager and the direct supervision of the General Operations Specialist, and the Protocol Associate, the Travel & Protocol Assistant will ensure the execution of the transparent and efficient provision of services and processes in the UNDP.
• Competencies
• Core Competencies
  Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
• Cross-Functional & Technical competencies
•  Business Management- Customer Satisfaction/Client Management:  Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns. 
• Administration & Operations - Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Administration & Operations - Travel Policy and Procedures: Travel Policy and Procedures - Interprets travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters; management and tracking of exception requests to the standard of accommodation; reporting to UN.
• Administration & Operations - Travel Contract Management: Contract Management - oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers servicing HQ; support Country Offices and Regionals Centres in contracting TMS providers and negotiating airline discounts.
• Administration & Operations- QUANTUM Travel and Expense Module: QUANTUM Travel and Expense Module - provides help desk support to UNDP and five other UN agencies
• General (across the functions)- Project Management: Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals.

Job Requirment

• Secondary education is required or 

• University  degree in Business Administration or Public Administration or  Tourism & Hospitality Management will be given due consideration but it’s not a requirement

  Experience:

• Minimum of 5 years (with High school diploma) or 2 years (with a bachelor’s degree) of relevant experience in administration, and travel/protocol coordination.

• Experience in Microsoft Office applications (Word, Excel, etc.) and experience in working with web-based management systems is required.

  Required skills:

• Experience in Microsoft Office applications (Word, Excel, etc.) is required. 
• Experience in Travel and Protocol management, visa processing, hotel and accommodation booking arrangement, Long Term Contract Management with the Travel Agent 

• Previous experience in working with web-based management systems such as ERP systems is required.

  Desired skills in addition to the competencies covered in the Competencies section:

• Demonstrated experience with UNDP, UN agencies or other international organizations is an advantage 
• Experience in Project Management or demonstrated experience in planning, organizing, and controlling resources is an advantage. 
• Experience in financial analytics and financial management is an advantage. 

• Experience with client engagement would be an advantage.

  Required Language(s):

• Proficiency in English is required – both written and oral.
• Fluency in the local language of duty station Dari and/or Pashto is required

Submission Guideline

• We invite all interested and qualified national candidates to apply through our online application system. To apply, please follow the link provided below and complete the online application form.
• When using the online application system, please ensure that all required fields are completed accurately and in full. You will also be required to upload your updated P11/CV, a cover letter, and any other relevant documents in PDF format.
• Please note that incomplete applications or those submitted through other means will not be considered. The online application system is the only accepted method for submitting applications for this position.
• We encourage all eligible candidates to apply and wish you the best of luck in the recruitment process.
• Disclaimer
• Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
• UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
• Applicant information about UNDP rosters
• Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
• Non-discrimination
• UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
• UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
• Scam warning

• The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

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Country

Afghanistan

City

Kabul

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