Project Manager (Travel) P3, Rome Italy, MSDA, LFT

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

Are you a Project Manager with experience in Travel Management, interested in further developing your professional experience while contributing to ending global hunger? Are you passionate about helping those in need? Would you like to join a global organization investing in its people?

If so, an exciting & fulfilling career awaits you! Join our diverse and passionate team that works on varied and international projects directly contributing to saving & changing millions of lives around the globe

DEADLINE FOR APPLICATIONS

Applications must be submitted by Sunday, 30 July, 2023 (10:59 PM CET)

WHO WE ARE

The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operating in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: UN World Food Programme (WFP) and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

WHY JOIN US?

• WFP is a 2020 Nobel Peace Prize Laureate
• WFP offers a highly inclusive, diverse, and multicultural working environment
• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities
• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe
• We offer an attractive compensation package (please refer to the Terms and Conditions section)

JOB PURPOSE

WFP is searching for a project manager with change management and client relations experience with proven knowledge and experience in travel management practices and operational efficiency to implement two projects over two years.

KEY ACCOUNTABILITIES (not all-inclusive)

• Develop a comprehensive project plan, including key milestones, deliverables, tasks, timelines, and resource allocation, for both the global tender process and the implementation of the centralized travel processing unit.
• Collaborate with relevant stakeholders, such as procurement, legal, and finance departments, to ensure the smooth execution of the tender process.
• Monitor project progress against the established plan, identifying any deviations, risks, or obstacles that may impact the timely and successful completion of deliverables.
• Proactively communicate with project team members and stakeholders to ensure a shared understanding of project objectives, tasks, and deadlines.
• Coordinate and lead regular project meetings, providing updates on project status, discussing key issues, and facilitating decision-making processes.
• Establish and maintain project documentation, including project charters, schedules, risk registers, and change management logs.
• Act as a focal point for project-related communication, managing stakeholder expectations and promptly addressing any concerns or inquiries.
• Prepare and present regular project status reports to senior management, highlighting achievements, challenges, and recommended actions.

DELIVERABLES AT THE END OF THE CONTRACT:

Request for Proposal (RFP) Document for Global Travel Management Company:



• Draft and prepare a complete and finalized RFP document outlining the requirements, evaluation criteria, and contractual terms for the selection of a global travel management company (TMC) to meet WFP's travel needs.
• Coordinate the preparation of clear specifications on the desired services, pricing structures, reporting requirements, and service level agreements (SLAs) for the chosen TMC.

Preparation and coordination of the Project Plan for the Implementation of a Global TMC:

• Prepare a detailed project plan outlining all the necessary tasks, milestones, timelines, and dependencies for the successful implementation of the selected global TMC, including risk assessment and mitigation strategies.
• Clear identification of roles, responsibilities, and resources required for the implementation phase.
• Coordinate and oversee the implementation of the project plan.

WFP Global Travel Services Transitioned to New TMC(s):

• Successful transition of WFP's global travel services from the existing travel management company (TMC) or providers to the newly selected TMC(s) in accordance with the defined project plan.
• Seamless transfer of travel bookings, itineraries, and associated data to the new TMC(s), ensuring minimal disruption to travel operations.
• Smooth implementation of new travel booking processes and systems, including employee training and change management activities.

Business Case for the Implementation of a Centralized Travel Processing Unit:

• Coordinate the drafting of a comprehensive business case outlining the rationale, benefits, and feasibility of establishing a centralized travel processing unit within WFP.
• Detailed analysis of the current travel processing workflows, costs, and inefficiencies, highlighting the potential advantages and risks/threats of a centralized approach. Clear identification of expected cost savings, improved efficiency, and enhanced data management through the implementation of the centralized unit.

Implementation of a Pilot Centralized Travel Processing Unit:

• Successful planning, launch, and operation of a pilot centralized travel processing unit within WFP, focusing on a specific region or division as determined by the project plan.
• Development and deployment of streamlined travel processing workflows, including booking, approvals, expense management, and reporting.
• Evaluation and documentation of the pilot unit's performance, including the identification of lessons learned and recommendations for scaling up the centralized travel processing approach organization-wide.

KEY REQUIREMENTS AND QUALIFICATIONS

EDUCATION



• Advanced university degree in Business Administration, Management, Tourism/Travel, Management, Economics or other relevant field with a comprehensive understanding of the travel industry.
• IATA training course or certification and/or GBTA course or certification highly desirable

EXPERIENCE

• Proven experience of at least 5 years in project management within travel, hospitality, procurement, or similar fields is required.
• Experience with change management and transformation projects is desirable.
• Preference will be given to candidates with a background in the private sector, particularly in roles related to travel management, project management, change management, or procurement.
• While experience within the World Food Programme (WFP) is not a requirement, candidates who possess both private sector experience and familiarity with WFP's/ the UN's operations and procedures will be considered favorably. This combination of private sector expertise and understanding of WFP's context would be advantageous in effectively addressing the unique challenges and requirements of the projects.

LANGUAGE

• Fluency (level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese.

MORE ABOUT YOU

You have:

• Extensive knowledge of travel management practices, including global tender processes, travel booking systems, and travel policy compliance.
• Strong understanding of project management methodologies, tools, and techniques, with a track record of successfully delivering complex projects on time and within budget.
• Strong analytical and problem-solving abilities, with a focus on data-driven decision-making.
• Proficiency in risk management, change management, and quality assurance processes.
• Excellent stakeholder management skills, with the ability to engage and influence individuals at various levels of the organization.
• Excellent written and verbal communication skills, coupled with strong presentation abilities. Capability to articulate complex information clearly and concisely, both in written documents such as reports, proposals, and correspondence, as well as in oral presentations to diverse audiences.
• Proficiency in project management tools and software with a proven track record of utilizing these tools to develop comprehensive project plans, define task dependencies, allocate resources, and monitor progress.
• Proficiency in MS Office 365 applications.
• Ability to work effectively and independently in a multicultural and fast-paced environment, demonstrating adaptability and flexibility.

WFP LEADERSHIP FRAMEWORK

These are the common standards of behaviour that guide HOW we work together to accomplish our mission.

Leads by Example with Integrity Drives Results and Delivers on Commitments Fosters Inclusive and Collaborative Teamwork Applies Strategic Thinking Builds and Maintains Sustainable Partnerships Lives the WFP values and shows humanity and integrity by role modelling care for others

Delivers on commitments and adapts readily to change

Is inclusive and collaborative, and contributes to a culture of learning and personal growth

Demonstrates commitment to gather perspectives, analyse options and risks, and propose new ways of doing things

Builds and nurtures external partnerships and collaborates with partners to deliver common objectives

Different expectations of behaviour are defined depending on your grade and role/responsibilities within WFP.

TERMS AND CONDITIONS

• This is an International Professional position and is open to all nationalities.
• Limited Fixed-Term Appointment (LFT) position is a non-mobile staff appointment in the international professional category for a limited period for up to 2 years. The position is based in Rome, Italy and the selected candidate will be expected to relocate.
• WFP offers an attractive compensation and benefits package in line with ICSC standards (http://icsc.un.org) including basic salary, post adjustment, relocation entitlement, visa, travel and shipment allowances, 30 days’ annual leave, home leave, an education grant for dependent children, a pension plan, and medical insurance.
• The selected candidate will be required to relocate to Rome, Italy to take up this assignment

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).
• Once your profile is completed, please apply, and submit your application.
• Please make sure you upload your professional CV in the English language
• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter
• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time
• Please contact us at [email protected] in case you face any challenges with submitting your application
• Only shortlisted candidates will be notified

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.