Regional Travel

vor 2 Wochen

Genf, Genf, Schweiz Centre pour le dialogue humanitaire Vollzeit

Starting date:
August 2023

Overall purpose of the position


The Regional Travel/Events and Administration Manager will provide leadership, guidance, and support for the development and implementation of effective event management and operations in the MENA region.

S/he will be responsible for overseeing travel policies and procedures, managing events & logistics staff in Geneva and in the field, building capacity, and developing corporate agreements with service providers.


S/He is expected to take initiatives and provide guidance, support and services on all matters relating to the organization's logistics in order to support the achievements of HD MENA operations.


Duties and responsibilities

Policy and procedures:

  • Develop events/logistics plans and processes ensuring compliance with wider HD logistics/administrative policies.
  • Participate in the ongoing review of internal processes and procedures to increase the daytoday efficiencies of logistics operations.
  • Review and consolidate records of logistics activities in the region.
  • Analyse changes in the MENA environment for logistics practices and recommend actions to management to improve performance of local logistics operations.
  • Prepare MENA yearly travel statistics.

Operations:

  • Supervise the overall logistic organisation of MENA events, from the initial planning to budget monitoring, to daytoday management and post event evaluation.
  • Supervise the MENA global Travel Record (TR) and monitor it through random controls.

Management:

  • Manage the events/logistics/administrative staff in Geneva (functionally in the field) and ensure they are trained, supervised, and motivated to provide efficient and effective support to the organization's operations.
  • Provide functional support to the events/logistics based colleagues in the field. Regularly visit field locations and provide logistics staff with onsite support.
  • Identify and build productive relationships with events/logistics/administrative colleagues from other regions/departments to support an integrated approach to logistics within MENA and HD.
  • Participate in regular progress meetings with events/logistics/administrative staff and follow up with the action points agreed.
  • Carry out induction for new logistic and administrative staff/consultants and raise awareness of HD policies and procedures.
  • Produce performance appraisals for Logistics/Administrative staff as required in partnership with the Programme Managers.

Procurement:

  • Develop and maintain relationships with suppliers and service providers in Geneva and ensure that logistic staff in the field maintain an effective network of suppliers.
  • Supervise the development of corporate agreements with logistics service providers in the MENA region (travel agencies, hotels, transport companies, interpreters, etc.)
  • In coordination with logistic staff in the field, negotiate rates, define contracts, and agreements with external providers.
  • Monitor and evaluate the performance of logistics service providers in the region. When required, identify new partners through a call for tender.
  • Implement procurement procedures for office items/goods and ensure compliance with donor procurement policies and regulations.
  • Make sure the procurement policy is applied internally by Logistics/Admin colleagues and thresholds respected.
  • Monitor and update the list of Purchase Orders (POs) issued in Geneva and coordinate with field offices POs issued there.
  • Review the Meeting Form (MF) process and carry out regular controls on final costs.
  • In close coordination with field offices, consolidate once a year inventory levels.

Financial Management Responsibilities:

  • Establish funding requirements for events/logistics purposes within MENA in close coordination with the Finance Manager.
  • Provide financial information on all travelrelated expenses.
  • Consolidate regional travel related invoices (airplus, travel insurances).
  • Review travel related invoices and approve those when necessary according to the Delegation of Authority.
  • Manage access to Airplus portal and use of AIDA cards.

Qualifications

  • Bachelor's degree in Travel and Events management, Tourism, Hospitality Management or related field.
  • At least 7 years of experience in Events/Administration management with a focus on travel policies, staff management, capacity building and corporate agreements.
  • Proven experience in developing and implementing logistics policies and procedures.
  • Knowledge of donor procurement guidelines and procedures.
  • Excellent negotiation, communication and interpersonal skills.
  • Strong leadership and management skills.
  • Ability to work independently and as part of a team.
  • Willingness to travel within MENA region.
  • Fluent in writing and speaking in English and French. Knowledge of Arabic is an advantage.

Interpersonal skills needed for the position:

  • High level of flexibility;
  • Excellent atte

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