Co-ordinate all travel related matters and Support the transaction of official mission travel
Calculate airfare and other travel entitlements such as Daily Subsistence Allowances
(DSA), terminal expenses etc. for staff, consultants, meeting participants, and other official
Process and book international travel tickets for personnel and visitors by liaising between
traveler and travel agency in line with travel entitlements ensuring that travel arrangements
follow the UNOPS rule of most direct and economical route.
Follow-up with the contracted travel agency to ensure provision of high quality professional
service and most competitive prices; verifying that services provided by the travel agent are
Issue travel tickets to travelers as per made reservations ensuring that the airline tickets
are purchased at the most competitive market prices
Coordinate and book all official travel initiated via the United Nations aircraft for local travel
Coordinate closely with travelling staff on their travel dates, tickets, and updates on changes
to their travel
Receive and process all payments for the Travel Section including Travel Authorizations,
Travel Expense Claims, Supplier invoices from WFP UNHAS, BCD Travel and Dahabshiil
Initiate the payment process including Purchase Orders and Request for Payments for
travel related payments in oneUNOPS ERP
Ensure Travel Authorizations (TAs) and Travel Expenses Claims (TECs) are fully approved
by the authorized approvers
Review travel claims and supporting documentation for completeness, accuracy,
reasonableness, validity and conformity with UNOPS rules and regulations prior to
forwarding them to Finance office for payment.
Process and track airfare invoices and ensure that the travel agency invoice payments are
settled by Finance Unit on timely basis
Follow up with the Finance section that the payments are disbursed on time
Alert the clients on any delays to their payments to ensure proactive customer service
Travel Policies and Procedures
Provide information to staff, Consultants and visitors on the most direct and economical
route and itineraries ensuring implementation of cost saving measures in line with UNOPS
rules, regulation, policy, procedure and strategy.
Analyze and evaluate updated travel procedures and policies and advise all personnel
Ensure validity of budget allotment by having expenditure codes assigned; checking
availability of budget and maintain tracking of expenditure on travel.
CTG Terms of Reference
Page 5 of 8
Induct new staff on travel procedures and relevant documentations related to travel
Provide the clients with details about the travel inquiries such as visa requirements and
mandatory inoculations required by the health Authorities before the travel commences.
Ensure new staff members attend mandatory training such as SSAFE, ETB by facilitating
Coordinate with various Consulates and the Host Government regarding the provision of
visas and work permits respectively.
Register new Suppliers in oneUNOPS system after guiding them on how to fill in the
Request FEMS UNSOS to secure accommodation before the arrival of the personnel and
Obtain all related supporting documentation related to travel and maintain working files for
the travel related documents.
Support to the planning and implementation of travel plans.
Consolidate, prepare, file and maintain Quarterly Travel Plans (QTPs) by requesting the
staff to submit updated travel plans on a quarterly basis
Track current and upcoming travel by recording them on the travel log.
Prepare, compile and disseminate travel related data to produce travel related reports for
statistics and monitoring purposes.
Draft and submit correspondence and related documentation for the signature of
Support the planning organization and logistical arrangements for workshops, meetings,
Arrange for and support airport pick-up when required