Travel and Events Associate – Istanbul
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Location:
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Salary:negotiable / YEAR
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Job type:FULL_TIME
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Posted:2 months ago
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Category:Travel and Transportation
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Deadline:25/10/2024
JOB DESCRIPTION
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Background and Organizational Context
UNDP’s Regional Hub for Europe and the CIS is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in development of countrylevel initiatives through advisory services and technical support and by implementing regionallevel projects in partnership with a wide range of partners supported to a global network of expertise. Under the leadership of the Director, the RBEC Regional Hub employs a multidisciplinary team of specialists and advisors, project managers, operations and programme support staff.
Under the supervision of the Head of Travel and Events Unit, the Travel and Events Associate provides event management and travel related services in Regional Hub ensuring high quality and accuracy of work in order to obtain the optimum event management and logistics services. He/she analyzes and interprets rules and guidelines regarding event organization, hospitality, travel and entitlements and provides solutions to a wide spectrum of complex issues related to event management. Travel and Event Associate closely monitors event management expenditures and internal costs and ensures their timely and accurate billing, settlement and cost recovery. She/he promotes a collaborative, clientfocused, quality and resultsoriented approach in the delivery of travel and event services.
Position Purpose
- Implementation of operational strategies
- Administrative and Logistical Support
- Implementation of sourcing strategies
- Support to knowledge building and knowledge sharing
Duties and Responsibilities
Ensures implementation of operational strategies focusing on achievement of the following results:
- Full compliance of UN/UNDP rules and regulations, policies and strategies on Event/Logistic and travel management.
- Provision of inputs to the UNDP IRH event business processes mapping and elaboration of internal Standard Operating Procedures (SOPrelated to Event management in consultation with the supervisor
- Ensure implementation of cost saving measures through negotiation with event service providers. Providing guidance to units on identifying the optimum options for events and handling the full event management cycle.
Provides administrative and logistical support, focusing on achievement of the following results:
- Administrative support to organization of conferences, workshops, trainings and other similar events in multiple locations.
- Maintaining relations with thirdparty event service providers,
- Event management and coordination of necessary logistical services with outsourced support, arrangements for visa issuance, hotel reservations, conference and workshops facilities, transportation, shipments;
- Overseeing the preparation of locations, travel and accommodation arrangements for events;
- Outreach to participants to facilitate their arrival, stay, and departure whenever required;
- Creation of suppliers in Quantum based on requisitions received:
- Creation of traveler profile under UNall.
- Processing Event related Travel Requests in UNall,
- Verification of the accuracy of travel claims and creation of Expense claims in UNall.
- Verifying, processing, and following up Travel Requests in UNall
- Verification of the accuracy of travel claims and creation of Expense claims in UNall
- Take part in event procurement; create requisitions, POs, etc.
- Support in preparation of costrecovery bills for the event services provided by UNDP IRH Travel & Events unit to other units and agencies.
- Comparing ticket costs and purchasing tickets through the contracted travel agencies, and follow up payments, when needed.
- Support Travel Assistant for visa application and followup process when needed.
- Developing invitations, concept notes, talking points, briefing notes and communications.
- Providing inputs to the development of event workplan/activities. Preparation of routine correspondence, faxes, memoranda and reports in accordance with IRH’s requirements/needs.
Contributes to implementation of sourcing strategy focusing on achievement of the following result:
- Collection and analysis of market situation on event service area. Conduct of surveys/biddings of event, hotel and venue services.
- Timely conducted, travel agencies, hotel and conference facilities surveys; analysis of most competitive hotel prices and quality of hotel services; keep a report and share the hotel list with all local UN agencies.
- Update the rosters of hotels, conference facilities, negotiation with hotels on UN rates.
Supports knowledge building and knowledge sharing in the Regional Hub focusing on achievement of the following results:
- Participation in the trainings for the IRH staff on event management procedures
- Keep abreast of updates/changes in the event guidelines and make information available to staff and be a resource person in disseminating, interpreting and updating event and travel related information to the IRH and outreaches.
Supervisory/Managerial Responsibilities: will supervise Travel and Event unit personnel
Competencies
Core
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
CrossFunctional & Technical competencies
Crossfunctional:
- Negotiation and Influence: Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates winwin situations.
- Strategic Thinking:
- Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions
- Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.
- Business Acumen:
- Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
- Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.
Technical
- Events management (including retreats, trainings and meeting: Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc
- Travel contract management: Knowledge of policy and procedures related to contract management, incl. oversight of the LongTerm Agreement (LTwith the Travel Management Services (TMprovider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts.
- Travel policy and procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative 17 UNDP | People for 2030 – Competency Framework – Technical Competencies circulars and financial regulations and rules on travel related matters.
- Travel Desk: Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures.
Required Skills and Experience
Education:
- Secondary Education is required with specialized certification in Tourism / Hotel Management or Event Management. Or
- A university degree in Tourism, Hotel Management or any relevant area in Social Sciences would be desirable but not required.
Experience:
- A minimum of 6 years (with Secondary educatioor 3 years (with a Bachelor´s degreof relevant experience including event/hotel event management and tourism/travel services is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required
- Experience in ERP Systems in administration and/or travel systems and applications experience (Quantum, SAP , UNall etc.) is an asset.
- Experience in UN System or NGOs is a strong asset.
- Experience with UN / UNDP policies, procedures and practices, particularly in relation to service/event procurement, is highly desirable.
- Experience in organizing high level international events is an asset.
- Experience in travel management services is an advantage.
- Experience in managing Coordination of necessary logistical services with outsourced support, arrangements for event management is an asset.
Language Requirement
- Fluency in English and Turkish is required.
- Proficiency in other UN languages is an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Nondiscrimination
UNDP has a zerotolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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