Travel Officer

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Secretariat in Vienna assists the Chairmanship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Rules and Financial Administrative Instructions. DMF consists of Budget and Finance Services, Mission Support Section, Information and Communication Technology Section and the Information Security and Co-ordination Unit. 

Mission Support Section provides the working framework for OSCE's procurement and contracting assets, logistics, transport, travel and facilities management activities. It also acts as the policy development and co-ordination point for resource administration in the OSCE’s Executive Structures in relation to these activities, including providing on-site assistance and technical training programmes.

Under the direct supervision of the Chief, Assets, Logistics and Travel Support Unit, the incumbent of this job will be responsible for managing the OSCE Secretariat's Travel Office while ensuring the Secretariat’s compliance with the Common Regulatory Management System (CRMS). You will be accountable for the delivery of a high customer service oriented approach with internal and external customers. More specifically, as Travel Officer, you will be responsible for:

1. Acting as the key Business Owner and System Administrator of the OSCE corporate e-travel management solution based on Notilus software integrated to Oracle ERP; ensuring a centralised and effective management of the system; leading the enrolment of the OSCE corporate e-travel management solution to remaining geographical location with the OSCE presence;
2. Managing all OSCE Secretariat in Vienna travel ticket purchases and providing delegated administrative approval of all official travel authorizations (about 4,500 per annum);
3. Monitoring selected vendor offers, costs, routes and appropriate class of travel within the travel policy, working closely with internal and external customers;
4. Being a technical Focal Point for the Organizational Financial and Administrative instruction (FAI) on OSCE Travel Management, monitoring proper application of this FAI throughout the OSCE; regularly reviewing and updating this FAI; ensuring this FAI is consistent with the Financial Regulations, Staff Rules and Staff Regulations (SR&SR), Staff Instructions and other FAIs; providing common interpretations and clarifications on application of this FAI; advising, guiding and supporting all OSCE Executive Structures on all matters pertaining to the interpretation of the OSCE travel regulations;
5. Increasing awareness about advance air booking performance across the Organization by publishing regular of reports, statistics and providing timely and quality information;
6. Preparing tender requirements for travel management related contracts suppliers,  participating in the evaluation of the bids, and manage the contract's upon approval;
7. Co-ordinating OSCE global travel related services, focusing on process streamlining and cost reduction and containment measures to achieve best value for money;
8. Analysing and providing quarterly travel management system reports across the OSCE, as well as airfare analysis reports;
9. Recommending system enhancements to contribute to better value for money and improve business processes for the Organization;
10. Exchanging best practices applied by the OSCE in the area of travel management liaising with different stakeholders, analysing and disseminating information to ensure OSCE travel community is well informed and updated;
11. Contributing, editing and publishing quarterly OSCE e-Travel Newsletter;
12. Representing the OSCE in travel management related network and thematic activities;
13. Delivering targeted trainings and presentations;
14. Facilitating periodic OSCE global or regional travel roundtables;
15. Performing other duties as necessary.

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat

• First-level university degree in business administration, public administration, logistics and/or engineering, travel/transport management, hospitality service; 
• At least six years of progressive professional experience in the field of travel management;
• Experience in corporate travel management, travel strategy implementation, including a comprehensive understanding of airlines' and travel agencies' practices, corporate payment methods and industry economics and trends;
• Working experience with an international organization, private sector related to travel entitlement, daily subsistence allowances and management practices;
• Travel industry background is essential including some practical knowledge of Amadeus and fare rules;
• Knowledge of Cytric or other self-booking system is desirable;
• Previous experience with Notilus software will be a plus;
• Supervisory experience of small size team is desirable;
• Previous experience in delivering trainings will be a plus;
• Professional fluency in the English language, including excellent written and oral communication skills; working knowledge of other languages in the areas of the field operations is an advantage;
• Computer literate with practical experience with Microsoft applications, with advanced experience in the use of MS Excel; practical knowledge of Enterprise Resource Management (ERP) system;
• Demonstrate gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Demonstrate ability and willingness to work as a member of a team and colleagues throughout the OSCE with different cultural, religious and professional backgrounds as well as different gender, diverse political views and approaches to problems, while maintaining impartiality and objectivity.

• Commitment: Actively contributes to achieving organizational goals
• Diversity: Respects others and values their diverse perspectives and contributions
• Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
• Accountability: Takes responsibility for own action and delegated work

• Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
• Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
• Planning: Works towards the achievement of goals in a structured and measured manner
• Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
• Initiative-taking: Proposes and initiates new ideas, activities and projects
• Flexibility: Responds positively and effectively to changing circumstances

• Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
• Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
• Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Monthly remuneration is approximately EUR 6,375, depending on post adjustment and family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies. 

The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.

Only those applicants who are selected to participate in the subsequent stages of recruitment will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

Please be aware that the OSCE does not request payment at any stage of the application and review process.