Travel, Events

vor 3 Wochen

Geneva, Schweiz Centre for Humanitarian Dialogue Vollzeit

Starting date: June-July 2024

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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 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. 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 Support and suggest development of new tools for travel, expense claim management and improvement of the current Travel Authorization (TA) application in coordination with the Finance and Digitalisation teams.

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 flexibility Excellent attention to details Strong management experience with multicultural teams. Coordination skills Team spirit

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