Travel Assistant

The Travel Assistant provides general administrative support to the Administration and Human Resources Management department, focusing on travel coordination and related logistical support to ensure effective implementation of departmental work plans and daily operations.

Responsibilities

• Provide timely operational support to the department.
• Assist in activity planning and preparation of operational work schedules and follow up implementation.
• Coordinate and/or engage in technical assistance and/or logistical work.
• Assist in the creation, improvement and maintenance of operational processes and systems.
• Prepare office communication and draft reports.
• Handle communication at operational level and provide updates.
• Assist in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets and activities.
• Assist with the day-to-day functions of the Travel and Accommodation Unit to coordinate travel-related matters within the mission.
• Assist with the administration of all official mission travel, including processing requests for border clearance.
• Calculate airfare, excess baggage entitlements, terminal expenses, daily subsistence allowance for staff and dependents travelling on missions.
• Provide information to staff on the most direct and economical routes and plan routings and itineraries accordingly.
• Review travel claims and supporting documentation for completeness, accuracy, validity, and conformity with AU rules prior to forwarding them to the Finance Section.
• Coordinate with the Finance Section regarding reimbursement of travel.
• Associate claims with travel authorizations or other obligation documents.
• Prepare amendments to existing obligation documents as and when required.
• Ensure validity of budget allotment and object expenditure codes assigned.
• Review the information management system to ensure no claim is duplicated and that arrangements are made to collect charges for any deviation from the authorized itinerary.
• Perform any other duties as requested by Senior Managers or Direct Manager.

Requirements

• University Diploma in Transportation, Logistics, Fleet Management, Tourism Administration or related fields of study.
• 3 years’ experience in administrative work in similar international organizations.
• Communication, report writing, and presentation skills.
• Planning and organizational skills.
• Research and analytical skills.
• Interpersonal and negotiation skills.
• Proficiency in Microsoft Office Suite and African Union IT systems.
• Proven experience using an Applicant Tracking System (ATS) or knowledge of SAP SuccessFactors.
• Fluency in one of the African Union's official working languages (French, English, Portuguese, Spanish, Swahili, and Arabic); fluency in another AU language is an asset.

Skills

• Transport Management
• Logistics Coordination
• Fleet Management Operations
• Tourism Administration
• Administrative Support
• Report Writing
• Presentation Skills
• Planning and Organization
• Research Skills
• Analytical Skills
• Negotiation Skills
• Microsoft Office Suite
• African Union IT Systems
• Applicant Tracking System
• SAP SuccessFactors

Languages

English