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Travel and Event Analyst (National Only)

Istanbul

  • Organization: UNDP - United Nations Development Programme
  • Location: Istanbul
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Conference Services
    • Transport and Distribution
  • Closing Date: Closed

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 country-level initiatives through advisory services and technical support and by implementing regional-level 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 multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff.  
 

Position Purpose

Under the overall guidance of the Chief of Operations and supervision of the Operations Specialist, the Travel and Events Analyst provides event management and logistics 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.  The Travel and Event Analyst closely monitors event management expenditures and internal cost and ensures their timely and accurate billing, settlement and cost recovery. She/he/them promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel and event-related services.   

Duties and Responsibilities
 
Lead and ensures effective implementation of expanded travel and event services through administration and implementation of the operational strategies focusing on achievement of the following results:
  • Ensure full compliance of Travel and Event activities with UN rules and regulations, and UNDP policies, procedures, and strategies; effective implementation of the internal controls; and analysis of supporting parameters, proper design and functioning of the Travel management system and practices.
  • Analyze and elaborate proposals for and implement a strategic approach to increase efficiencies and minimize risk IRH Travel and Event including proposing changes in policies and guidelines, as appropriate and where permissible.
  • Elaborate internal Standard Operating Procedures (SOPs) related to Travel and Event management to ensure efficiency of IRH event business processes.
  • Ensure implementation of cost saving measures through negotiation with travel and event service providers 
  • Lead development and implementation of the Travel and Events unit workplans 
  • Supervision of the Travel and Events unit personnel 
  • Advocate for implementation, monitoring and compliance of Travel and Event policies and corporate procedures, including identifying the optimum options for events and handling the full event management cycle  
  • Recommends ways to reduce carbon emissions from official travel including the use of innovative but cost-effective modes of transportation.
Ensure effective implementation of administrative and logistical support with special focus on increased demand of high-level events, focusing on achievement of the following results: 
  • Organize and coordinate event management and necessary logistical services with outsourced support, hotel reservations, conference and workshops facilities, transportations, shipments; 
  • Formulating and executing a strategic approach to manage and nurture relationships with third-party event and logistics service providers.
  • Manage travel agency coordination and financial oversight by maintaining communication with contracted travel agencies, monitoring the delivery of services, comparing ticket costs and purchasing of tickets through the contracted travel agencies, follow up on payments and reconciliation of balances.  
  • Lead the strategic planning and execution of events, with a focus on preparation of event locations and comprehensive travel and accommodation arrangements
  • Taking the lead in reaching out to participants, ensuring a seamless experience from arrival to departure including their arrival, stay, and departure whenever required; 
  • Ensure that the Trave and Event Unit processing of event and logistic related e-requisitions and purchase orders in Quantum on time.
  • Providing authoritative oversight of Travel Assistants, offering guidance and personal counsel to senior staff and official travelers on travel issues.Resolving intricate problems and emergencies with poise and expertise.
  • Strategically overseeing complex travel arrangements, conducting comprehensive analyses of itineraries, obtaining quotations for the most advantageous rates, offering expert advice on the most effective travel solutions.
  • Arranging the creation or adjustments of traveler/supplier profile and processing Travel Requests
  • Processing travel claims upon verification of the accuracy
  • Maintaining the records of provided services and providing inputs to finance unit to ensure cost-recovery for the event services provided by UNDP IRH Travel & Events unit to other units and agencies.
  • Providing strategic guidance and support to Travel Assistants for visa application and follow-up process when needed. 
  • Offering insights and recommendations for the development of event workplans and activities to the IRH programme teams.  
  • Lead the preparation of invitations and logistical notes, other routine correspondence, memoranda and reports in accordance with IRH’s requirements/needs. 
Contribute and lead  implementation of sourcing strategies in complicated market situations focusing on achievement of the following result: 
  • Ensure cost-efficient arrangements with third party providers by collection and analysis of market situation on event service area. Conduct of surveys/biddings of event, hotel and venue services, arranging LTAs (Long Term Agreements) on travel and hotel services 
  • Timely conducted DSA, travel agencies, hotel and conference facilities surveys; analysis of most competitive hotel prices and quality of hotel services; submission of report to HQ and distribution of the hotel list to all UN agencies. 
  • Gathering travel related information for the Green House initiatives 
  • Manage the rosters of hotels, conference facilities, negotiation with hotels on UN rate. 
  • Analyze and advise on the risk management of IRH Travel and Event activities to proactively manage and mitigate the risk.
Ensure facilitation of knowledge building, advisory support and knowledge sharing activities related with travel and event activities  in the Regional Hub focusing on achievement of the following results: 
  • 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 related information to the IRH and outreaches. 
  • Providing support and advice on travel related question for the country offices contacts in the region, as well as project teams in the Regional Hub
  • Co-create and facilitate local onboarding process of new personnel, leveraging corporate tools, in close consultation and coordination with hiring managers
  • Lead the facilitation of training related to travel and event management and advise IRH personnel.
  • Synthesize lessons learned and best practices in Travel and Event Unit, Make sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
 
Supervisory/Managerial Responsibilities: will supervise Travel and Event unit personnel
 
Competencies

 Core 
  • Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
  • Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site. 

Cross-Functional & Technical competencies 

Administration & Operations 

  • Travel Desk: Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures.
  • Travel policy and procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, Administrative circulars and financial regulations and rules on travel related matters.
  • ERP travel and expense module: Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agencies.
  • UN travel documents: Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas,and ensure oversight and endorsement.
  • Entitlement travel: Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies 

Business Management

  • Communication: 
    • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
    • Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Administration & Operations

  • Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. 
Required Skills and Experience
 
Education:
  • Advanced university degree (master's degree or equivalent) in Tourism, Hotel Management, Human Resources, Business Administration, Public Administration, or related field is required in Social Sciences. OR
  • A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Experience:
  • Up to 2 years (with master’s degree) or 2 years (with bachelor’s degree) of relevant experience at the national or international level in providing travel and event management experience is required.
  • Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP is required.
  • Knowledge of UN regulations, rules, and procedures is an asset.
  • Experience and knowledge of UNALL and Quantum is a strong asset.
  • Experience in managing teams would be desired. 
  • Prior experience with a travel agency is an asset. 
  • Previous experience with international organizations is an asset. 
  • Experience in managing negotiations with travel service providers is an asset. 
  • Experience in managing coordination of necessary logistical services with outsourced support, arrangements for visa issuance, hotel reservations, transportations is an asset. 
  • Experience in preparation of routine correspondence like note verbal, invitation letters, etc. and reports is an asset. 
  • Experience in conducting surveys/biddings of travel and hotel services is an asset.
  • Experience in organizing high level international events is an asset. 

Language Requirement

  • Fluency in oral and written English and Turkish is required. 
  • Knowledge of another UN language is desirable. 
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.
 
Non-discrimination
 
UNDP has a zero-tolerance 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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This vacancy is now closed.