Regional Travel

vor 4 Wochen

Geneve, 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 day-to-day 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 day-to-day 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 travel-related 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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