Travel Officer

Contract

This is a NO-B contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be more than 2,867 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Purpose of the Post:

As part of the Administrative Services & Conferences Unit (ASC), the purpose of the position is to ensure the provision of efficient travel services and effective support to WHO/EURO.

Objectives of the Programme and of the immediate Strategic Objectives:

The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, safeguarding personnel and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.

The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive logistical and administrative support through a service-oriented approach for the day-to-day operations and staff of the EURO offices and related entities.

Summary of Assigned Duties:

As part of the Administrative Services & Conferences Unit (ASC), the purpose of the position is to ensure the provision of efficient travel services and effective support to WHO/EURO. Under the direct supervision of Regional Admin Services Manager, the incumbent will:

· Regularly monitor and evaluate all travel activities to ensure that WHO Regional Office for Europe (EURO) and its travelers receive efficient services with best value for money; monitor service level and ensure travel agent remains client-oriented while fulfilling the terms of its contract; ensure that tickets are issued in a timely fashion, adhering to correct cost liability and relevant EURO approvals; verify the processing of invoices for payment against the terms of contract and actual services rendered, review and ensure that no costs are duplicated or over charged; follow up with divisions/offices in case of funding issues; ensure that outstanding encumbrances are closed in a timely manner and ticket refunds are requested promptly and credited to WHO without undue delay;

· Liaise with airlines and/or travel management services provider(s) to negotiate group discounts etc; negotiate best rates with hotels in Istanbul on yearly basis to be applied during meetings/events and for WHO staff and visitors; provide guidance to COs/GDOs on the process and criteria to apply the same; collaborate with HQ on collecting data, reviewing entry to the WHO Preferred hotel programme, ensuring EURO negotiated hotel rates are incorporated;

· Identify priorities and schedule work of the Travel team in administration of official travels, create travel profiles for staff members, provide travel quotes, answer queries from staff and travelers, analyse complex itineraries and quotations for most advantageous rates, advise on most effective travel arrangements, provide resolutions for complex situations and/or emergencies. Ensure compliance with WHO policies and procedures, review requests for exceptions, provide input to supervisor or BOS when required;

· Ensure that travel services to EURO governing body meetings and high-level conferences consistently meet the high standards required; advise staff on organizing travel for meetings; assist in determining costing for meetings;

· As travel claim administrator, approve non-staff travel claims, submit TCs for staff who do not have access;

· Prepare and manage the issuance of Request for Proposals (RFP) for required travel services; participate in preparing requirements for, as well as the selection, contract administration and performance evaluation of services provider(s), to ensure efficiency in meeting EURO needs;

· Plan and conduct travel related trainings to EURO staff, ensuring any updates or modifications in policies and/or systems are communicated in a clear and timely manner;

· Participate in developing and maintaining all travel related processes, systems, standard operations procedures and guidelines, ensure all travel information are up-to-date on relevant Intranet sections, identify gaps or problem areas for review and revision of policies or guidelines, and recommend new ideas to enhance the responsiveness of travel services;

· Process visa support requests; contact/respond to consulates or immigration authorities to facilitate visa arrangements and ensure timely delivery of visas; answer visa related queries from staff;

· Draft reports, correspondence and documents on travel-related issues; prepare periodic and ad-hoc management reports; and

· Perform other tasks as required by the supervisor.

Competencies:

· Teamwork

· Respecting and promoting individual and cultural differences

· Communication

· Ensuring effective use of resources

· Producing Results

· Building and promoting partnerships across the Organization and beyond

· Creating an empowering and motivating environment

Functional Knowledge and Skills:

· In-depth knowledge of the travel industry and the application of air fare levels.

· Excellent negotiation skills.

· Ability to work under pressure.

· Demonstrated ability to act independently and exercise sound judgment.

· Ability to work harmoniously as a manager as well as a member of a team in an international, multi-cultural and multi-disciplinary environment.

· Good interpersonal skills, tact and diplomacy. Ability for analytical and creative thinking to provide rapid solutions and/or re-allocate resources in response to unexpected events. Service-oriented.

· Good knowledge of airline (preferably Amadeus) booking systems. Proficiency in MS Office. Good knowledge in use of an ERP system.

· Emotional intelligence; Ability to identify and manage one’s own emotions, as well as helping others to do the same.

Educational Qualifications:

Essential: Bachelor’s degree in business administration, travel industry management/hospitality or an area of study relevant to the position.

Desirable: Master’s degree in one of the above-mentioned studies. Certification as a professional Travel Agent (IATA UFTAA diploma).

Experience:

Essential: A minimum of two years of relevant experience in the travel industry, i.e. in travel agencies and/or airlines. Demonstrated hands-on experience making travel arrangements and calculating fares.

Desirable: Experience with data analytics and business intelligence. Supervisory experience. Previous relevant experience with(in) the UN system, NGOs or an international organization.

Language skills:

Fluency in English required. Fluency in Turkish required.

Working/intermediate knowledge of either French, Russian or German is an asset.

Nationality:

Candidates must be nationals of the duty station country of Turkiye.

REMUNERATION

Remuneration comprises an annual base salary starting at USD 43,132 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

· This vacancy notice may be used to fill other similar positions at the same grade level.

· Only candidates under serious consideration will be contacted.

· A written test and/or an asynchronous video assessment may be used as a form of screening.

· In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

· According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

· Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

· Staff members in other duty stations are encouraged to apply.

· The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

· The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

· Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

· An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

· WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

· Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

· WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

· The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

· Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].

· WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

· For information on WHO's operations please visit: http://www.who.int.

· *For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.

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