Responsibilities

- Leads the work of the Travel Unit for the provision of travel, notably staff onboarding/separation/transfer related services, in close coordination with the Human Resources Operational Services Division (HROSD), including:
- Ensures on-boarding services of international hires are clearly outlined, communicated and delivered, in close coordination with HROSD starting from the acceptance of offer including travel, office space allocation, buddy programme, work desks and email accounts;
- Ensures appropriate handling of onboarding, and separation services related to travel, relocation shipments, UNLP, visas, and other such items;
- Ensures appropriate handling of Home Leave and Education Grant travel services;
- Ensures that the hiring department and International Personnel Section are notified of the exact/confirmed travel dates for onboarding/separation/home leave/education grant travel.
- Ensures proper and complete communication and dissemination of Administrative, Travel and onboarding.
- Manages official Travel-related activities including:
- Coordination, arrangement and monitoring of official travel undertaken by UNRWA offices/staff; oversight of travel services delivered by Field offices.
- Provision of support to client offices in travel-related matters and ensuring that all official travel is undertaken in compliance with UNRWA travel policy.
- Planning and establishment of necessary travel management contracts and Service Level Agreements (SLA), oversight of their implementation ensuring quality services.
- Issuance of visas, residency permit, ID cards for UNRWA staff in collaboration with embassies and host country authorities.
- Ensures queries regarding all travel related items are answered in a timely fashion and manage any required follow-up.
- Manages activities related to Diplomatic Services and UN official documents including:
- Issuance of Laissez-passer, UN Certificates or Family Certificates for UNRWA and ensuring conformity to the provisions of the Convention on Privileges and Immunities of the United Nations and of the specialized Agencies, in consultation with United Nations Offices and Geneva (UNOG), as necessary;
- Administration of diplomatic privileges for UNRWA in close collaboration with Jordan authorities.
- Developing and managing the necessary communication and forms regarding travel, relocation, UNLPs, etc. associated with onboarding/separations as well as home leave/education grant travel.
- Is responsible for facilities management, building maintenance of HQ Amman and for coordinating necessary works with JFO’s maintenance services; in coordination with JFO, manages and oversees contracts and SLAs related to construction and renovation projects at HQ/Amman; manages other relevant services and contracts as directed.
- Is responsible for coordinating with JFO all asset management activities, coordinating the physical asset count and following up on the recommendations. Is responsible for managing properties and administrative supplies, office equipment and vehicles, updating inventory of items, and ensuring follow-up action for HQ Amman.
- Ensures timely and effective delivery and improvement in fleet management and transport services in coordination with the JFO’s Fleet Management Unit and supports transport and fleet services for enhanced quality, efficiency and cost effectiveness.
- Manages the Agency’s Printing and Mail Room Units, ensuring services are planned and delivered efficiently to all stakeholders.
- Supports in developing Administrative Services policies, guidelines and standard operating procedures, and ensures proper and efficient implementation of services according to policy framework.
- Is responsible for responding to and monitoring implementation of audit observations related to administrative services and ensure the office’s administrative operations and services are effectively in compliance with the organization’s administrative policy, procedures, rules, and regulations.
- Monitors and evaluates the services delivered by the Section and performance of its staff, with views at ongoing improvement of services. Implements staff learning and development programme activities for capacity building. Provides coaching and counselling to the staff on performance enhancement/development.

Competencies

UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default.

- Applying Technical Expertise
- Planning and Organizing
- Leading and Supervising
- Delivering Results
- Managing Complexity and Change

For guidance on how to prepare for competency-based interviews: https://careers.un.org/lbw/home.aspx?viewtype=AYI

Education

Advanced university degree (Master's or equivalent) from an accredited educational institution in Business Administration, Public Administration, law, land or air transport or a related field.

Work Experience

A minimum of eight years of progressively responsible relevant experience in travel administration, management, procurement, finance, or logistics and supply chain management in the public or private sector is required.

Five years of relevant work experience directly related to first-hand travel management preferably at the international level is required.

Unless already serving as an international staff member in the UN Common System, a candidate for an international posts must have a minimum of two continuous years of relevant international experience outside UNRWA, and outside the country(s) of which the candidate is a national or holds citizenship, a passport or a national identity number is required.

Experience in travel management, Asset and fleet management, and management of complex contracts at international level is required.

Three years of experience in the supervision of large multicultural teams is required.

Advanced university degree (Master's or equivalent) from an accredited educational institution in Business Administration, Public Administration, law, land or air transport or a related field is required.

Experience in the UN common system is desirable.

Experience in enterprise resource planning systems is desirable.

Languages

Excellent command of written and spoken English.

Assessment

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

Special Notice

Type of Contract and duration: 2 years, with the possibility of further extension.

The Head of Administrative Services Section will be required to reside in Amman.

Applicants have to complete the Personal History Profile (PHP) in inspira in order to be considered. The PHP should be completed with full relevant work experience as per the requirements in the Job Opening, in order to be considered.