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Job Description
Purpose of Job
Support to the development and deliver a range of travel related activities within the AfCFTA Secretariat and ensure compliance with Travel policy.
Main Functions
Assist on the following up on the activities of the division, including monitoring and evaluating progress made in line with a predefined strategic plan;
Provide support in implementation of programs, policies and procedures within the division;
Assist in conducting analysis and generate accurate reports in a timely manner for the respective Unit/Division and AU’s internal use;
Provide support to senior officers in setting the overall research direction of a relevant policy area;
Participate in the organisation of relevant meetings, congresses and conferences with stakeholders;
Assist in engagement with relevant mid-level stakeholders and develop relationships as may be delegated;
Support the promotion of the activities of the Division including preparing leaflets, guidelines and fact sheets;
Provide technical support to internal and external stakeholders
Specific Responsibilities
Provide support on the administration of all official Mission and entitlement travel requests and processing of shipment requests
Review travel claims and supporting documentation for completeness, accuracy, validity and conformity with United Nations rules prior to approval and certification
Coordinate with the Finance Section, regarding reimbursement of travel, which took place after the financial period was completed
Closely liaise with Certifying Officers (TSA), Travel Shipment Processors (TPO), and Travel Claim Processors (TCP)
Prepare and coordinate amendments to existing obligations as and when required, ensuring validity of budget allotment and cost centers assigned
Compile data and information and prepare travel related reports for various clients groups on regular basis
Coordinate with the appropriate office for clarification or additional information and meet with officials from relevant substantive units/divisions in order to discuss the details of particular claims and to explain the nature of problems, delays and backlogs when occurred;
Ensure that the established Invitation to Bid (ITB) system is complied with and that airline tickets are purchased at the most competitive market prices
Advice substantive sections/offices, and other relevant staff of arrival information
Adhere to the African Union Travel Policy and advise on any improvements.
Reconcile travel expenses and manage debit card operations.
Assist in negotiation of travel service provider’s contracts on behalf of AU with travel service providers and ensure compliance
Assist in the management of the recruitment, on boarding and administration of Travel Management Company
Make recommendation for service enhancements and initiate process, procedures and policy improvements.
Develop and maintain content for travel’s Communications App.
Lead the training strategy, skill development and performance assessment of the Travel Procurement Assistant under his/her supervision
Plan, advise and provide information and reports for management decisions.
Ensure timely and regularly reporting of Travel data;
Ensure service excellence of the Travel section for the customer service and satisfaction for stakeholders
Supervise the work of Travel Assistants for accuracy and correct application of the relevant rules and regulations
Perform any other related duties as may be assigned.
Academic Requirements and Relevant Experience
Bachelor’s Degree in Transportation, Logistics, Tourism Administration, Fleet management or related hospitality fields of study with 2 Years relevant experience
IATA Diploma or formal academic training or education on passengers’ air travel is desirable
Certificate in Amadeus Reservation System is an added advantage.
