Travel Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Mission to Bosnia and Herzegovina
Vacancy number: VNBAHG00819
Vacancy type: Local Contracted
Field of expertise: Procurement
Grade: G5
Number of posts: 1
Duty station: Sarajevo
Date of issue: 7 September 2017
Deadline for application: 5 October 2017 - 23:59 Central European Time (CET/CEST)

Background

		Under the supervision of the National Procurement Officer, the incumbent provides services for travel tickets and booking of accommodation and conferencing with Mission contracted hotels, for the OSCE Mission to Bosnia and Herzegovina.

Tasks and Responsibilities

		1. Official travel and liaison with Mission contracted hotels: Air Travel: Reserving airline tickets and arranging official flight tickets for Mission Members (MM), consultants and guests of the Mission through AX Travel Amadeus reservation system and AX Travel Self-Booking Tool. Responsibility to search for and select the most economical and direct flight tickets; Maintaining contacts with AX Travel (if required in some cases, airlines and travel agents), obtaining up to date information and cost efficient deals, to ensure that the most advantageous connections are provided; After Official Travel Authorisation (OTA) forms are completed and flight details confirmed, creating the Purchase Request (PR) for travel services in the ORACLE system (IRMA) and issuance of the eTicket. Keeping informed and up to date on travel information on the routes being booked and notifing passengers of any security issues/airport alerts/travel notices relevant to their travel prior to departure; Accommodation: Providing information and making reservations for hotel accommodation both nationally and internationally for official Mission travel. If available in the required destination, coordinating with hotels offering OSCE special rates. Analysing quotations for the most advantageous rates and advising on most cost effective travel arrangements; Assisting Budget and Finance and Human Resources Sections in all matters concerning travel costs, travel reimbursement and invoices. Responsibility to determine the actual reimbursement costs for entitlement and official travel and confirmation for the budget and finance records; Being familiar with the Accommodation Lists available to Mission Members, being available to travel and visit venues for this familiarisation and maintain regular contact with counterparts in the hotels. Maintaining overview of hotel facilities on the local market throughout BiH; Communication and coordination with programmes regarding their conferencing needs. Meeting with and advising project staff on the options available for conferencing and propose solutions to best suit their needs. Making booking enquiries and subsequent reservations of conference rooms, technical equipment and other facilities and services for all Mission events; 2.. General Responsibilities with regard monitoring, evaluating and reviewing services provided and contracts: Preparing statistics periodically and other travel related reports as required. Communicating with Mission Members regarding the evaluation of Mission hotels following their use of a venue for an official event. Monitoring and following up on these reviews as required and planing and implementing changes/actions as necessary. Participating with the Procurement Officers in the contract negotiations for Mission Hotels for the upcoming year. Participating with them in negotiating accommodation rates that offer value for money and a quality of service required for official events. Maintaining all information and online resources related to Mission travel needs on the Mission Intranet site; 3. Working closely with the Contracts Management Assistant regarding their role and be available and capable of providing cover for them during leave periods in processing of invoices, raising PRs and receiving in Oracle; 4. Other duties as assigned.

Necessary Qualifications

		Completed Secondary school education, supplemented by formal studies in administration, touristic activities, travel agency work, languages; Minimum of 4 years of relevant work experience in travel agency or office; Completed Amadeus Reservation Command Use; Knowledge of travel related policies and procedures in international organisations. Computer literate with practical experience in Microsoft applications. Experience working with ERP systems such as ORACLE is desirable; Excellent written and oral communication skills in English and in the local language.

Required competencies

		Core values Commitment: Actively contributes to achieving organizational goals Diversity: Respects others and values their diverse perspectives and contributions Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles Accountability: Takes responsibility for own action and delegated work Core competencies Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment Planning: Works towards the achievement of goals in a structured and measured manner Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions Initiative-taking: Proposes and initiates new ideas, activities and projects Flexibility: Responds positively and effectively to changing circumstances Managerial competencies (for positions with managerial responsibilities) Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Remuneration Package

		Monthly remuneration, subject to social security deductions is 2,298.08 BAM/month. Social benefits will include participation in the Cigna health insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale. At the discretion of the appointing authority a higher step may be approved up to a maximum of step 3 subject to specific conditions.

How To Apply

		If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/ . Please note that offline applications submitted via email, fax, or mail will not be considered. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Only short-listed candidates will be contacted. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization. Please be aware that the OSCE does not request payment at any stage of the application and review process.