Travel

vor 2 Wochen

Genf, Genf, Schweiz Centre pour le dialogue humanitaire Vollzeit

Starting date:
June-July 2024

Overall purpose of the position:


The Travel/Events and Administrative Manager provides leadership, guidance, and support for the development and implementation of effective events management and operations for MENA department.

S/he provides leadership, technical support and capacity building to logistics staff, based in Geneva and in the field.


In addition, s/he provides leadership, guidance and support for the development and implementation of effective
global policies, processes and tools for HD travel, travel-related and logistics operations.


Reporting jointly to the MENA Deputy Director and Finance Director, the main responsibilities are: MENA Travel management:

  • Supervise the overall logistic organisation of MENA events, from the initial planning to budget monitoring, to day-to-day management and post event evaluation.
  • Supervise the MENA global Travel Record (TR) and monitor it through random controls.
  • Review and consolidate records of logistics activities in the region.
  • Prepare MENA yearly travel statistics.

MENA Staff Management and GOBAL functional support:

  • Manage the MENA events/logistics/administrative staff in Geneva and ensure their training and supervision, including recruitment, induction, objectives, motivation, mentoring, leave management, and in close collaboration with the Programme Managers, their performance evaluation.
  • Provide functional support to the MENA 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 HD.
  • Participate in regular progress meetings with events/logistics/administrative staff globally.

Procurement MENA:

  • Develop and maintain corporate agreements with suppliers and service providers: travel agencies, hotels, transport companies, interpreters, etc. When required, identify new partners through a call for tender.
  • Ensure that logistic staff in the field maintain an effective network of suppliers.
  • In coordination with logistic staff in the field, negotiate rates, and define contracts and agreements with external providers.
  • Monitor and evaluate the performance of logistics service providers in the region.
  • 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 for locally issued POs.
  • In close coordination with field offices, consolidate once a year inventory levels.

Procurement GLOBAL:

  • In coordination with other logistic staff, develop and maintain corporate agreements with suppliers and service providers at the global level, negotiate prices and conditions.
  • When required, identify new partners through a call for tender.
  • Review the Meeting Form (MF) process.

MENA 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.
  • Meetings: carry out regular controls on costs.

Global policy, processes and tools:

  • Lead logistics / administrative policies' improvement initiatives arising from capability assessment study ensuring compliance with donors' and legal requirements.
  • Participate in the ongoing review of internal processes and procedures to increase the day
- to-day efficiencies of logistics operations, notably:

  • streamline
    travel and expenses management related policies and processes, revise roles and responsibilities, introduce a single service provider, gain cost efficiencies, and build an integrated /automated tool
  • Simplify and standardize policies and processes, related to
    Global travel services, develop and implement an online booking tool; develop and deploy a global solution, integrated with Business Central

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

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