Senior Admin Assistant (Travel) – G5 – Bey027 – Unops Contract - Beirut

  Senior Admin Assistant (Travel) will be responsible for preparation of travel authorizations for local (in country) and international travel of staff members and non-staff traveling for UNHCR activities according to the established procedures. The incumbent will ensure that all travel Authorizations are supported with mission requests and other relevant documentation. Responsibilities of the incumbent also include booking and purchase of air tickets for official travel of staff and non-staff, arrangement and organization of events for offices in the country, clearance of invoices from the Travel Agents prior to forwarding to Finance Unit, assisting the VIPs and high level missions with the airport formalities, protocol matters and alike   2.2 FUNCTIONAL STATEMENT. Describe the accountabilities, responsibilities and authorities associated with the position. Accountability (key results that will be achieved) -          The country operation has efficient and cost-effective Travel/Protocol services.   Responsibility (process and functions undertaken to achieve results) -          Carry out travel formalities and processing of travel documents including but not restricted to the issuance of Visa, travel authorisation, calculation and payment in advance of the daily subsistence allowance, settlement of travel upon return while ensuring compliance with UN/UNHCR travel policies and procedures. -          Arrange internal missions to the field; coordinate with the drivers and staff members regarding travel details and procedures while respecting and abiding by security measurements. -          Record in MSRP/PeopleSoft (UNHCR financial software) the DSA prior to staff going on missions. -          Record the entitlements of International staff assigned or on mission to the operation in the country. -          Assist in the logistics for incoming missions and in-country workshops related to hotel booking and transportation of the participants. -          Arrange for seminars and workshops taking place inside the UNHCR office or in a different venue. -          Assist in the preparation and submission of the monthly list of VAT refund addressed to the Ministry of Finance. -          Assist Supply Unit and field offices to maintain an updated log of rented vehicles and ensure timely payment. -          Maintain archiving system of physical and electronic office files. -          Assist staff with administrative and security related issues concerning travel and transportation. -          Ensure the process to adapt the workplace and organize the movement of staff accordingly with all the logistics that comes along. -          Perform other related duties as required.   Authority (decisions made in executing responsibilities and to achieve results) -          Clear invoices from the Travel Agents.