Travel Documents Programme Officer, P4

This position is located in the United Nations Travel Documents Programme (UNTDP) of the Travel and Transportation Section (UNTDP/TTS), Facilities and Commercial Activities Services (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The Department of Operational Support (DOS) provides operational support to UN Secretariat entities globally, including advisory, operational and transactional support services and, where needed, exercises delegated authority on behalf of clients. DOS supports the entire UN Secretariat, consisting of almost 100 entities located around the globe. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The Travel and Transportation Section provides travel and transportation services at UN Headquarters (travel, shipments management, UN travel documents (e-UNLP & UN Certificates), visas and host country services, local transportation, materials management and UNHQ garage operations. The focus of this position is to lead the implementation, monitoring and evaluation of programmes, operations and other activities in UNTDP. The incumbent reports to the Chief of the Travel and Transportation Section.

• Manages the highly technical, global United Nations Travel Documents Programme (UNTDP) that ensures systems, materials, policies and procedures align with the legal instruments under which they are issued as well as international standards and best practices for travel documents. • Develops implements and continually evaluates the effectiveness of the UNTDP to meet mandates; monitors and analyzes programme development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and initiates corrective actions; liaises with relevant parties; ensures follow-up actions. • Acts as subject matter expert in the area of travel documents. Supplies data, risk analysis and advice to senior management on travel document related matters. • Keeps abreast of developments in the travel documents materials and related technology industry and determines the need for testing and evaluating new products and technologies; provides leadership on introducing technological enhancements. • Performs consulting assignments, in collaboration with programme implementation partners, by planning facilitating workshops, through other interactive sessions and assisting in developing the action plan the partner will use to manage the change. • Researches, analyzes and presents information gathered from diverse sources. • Coordinates policy development, including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies, • Generates policy compliance initiatives; designs data collection tools; reviews, analyzes and interprets responses, identifies problems/issues, and develops programme enhancements to minimize risks. • Organizes and prepares written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc. • Represent the United Nations as a travel documents issuance authority to international travel document standards setting technical groups. Liaises with travel documents experts, law enforcement and border agencies from member states and international organizations. • Initiates and coordinates outreach activities; conducts training workshops, seminars, etc.; makes presentations on assigned topics/activities. • Leads and/or participates in missions, including provision of guidance to implementation partners, clients, external consultants, government officials and other parties and drafting mission summaries, etc. • Coordinates activities related to budget funding (programme/project preparation and submissions, progress reports, financial statements, global cost recovery, etc.) and prepares related documents/reports (cost plan, work programme, programme budget, etc.). • Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Performs other duties as required.

PROFESSIONALISM: Knowledge and understanding of theories, concepts, approaches, technology and international standards and best practices relevant to travel document issuance. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to develop and oversee large centralized or decentralized institutional systems; conceptual and strategic analytical capacity to understand information system and business operational issues so as to thoroughly analyze and evaluate critical systems matters. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Ability to analyze and interpret data in support of decision-making and convey resulting information to management. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. TECHNOLOGICAL AWARENESS: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology. LEADERSHIP: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands.

Advanced university degree (master’s degree or equivalent) in business administration, management, technology or a related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of an advanced university degree.

Not available.

A minimum of seven (7) years of progressively responsible experience in programme/project management, administration, or a related field is required. A minimum of three (3) years of experience in the issuance, administration, or management of travel documents is required. Experience in the planning, development, implementation, or maintenance of large-scale information systems is desirable. 

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

Appointment or assignment against this position is for an initial period of one year. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.