Travel, Events & Administration Manager

Overall purpose of the position

The Travel/Events and Administrative Manager provides leadership, guidance, and support for the development and implementation of effective events management and operations for MENA department. S/he provides leadership, technical support and capacity building to logistics staff, based in Geneva and in the field.

In addition, s/he provides leadership, guidance and support for the development and implementation of effective global policies, processes and tools for HD travel, travel-related and logistics operations.

Reporting jointly to the MENA Deputy Director and Finance Director, the main responsibilities are: MENA Travel management:

• Supervise the overall logistic organisation of MENA events, from the initial planning to budget monitoring, to day-to-day management and post event evaluation.
• Supervise the MENA global Travel Record (TR) and monitor it through random controls.
• Review and consolidate records of logistics activities in the region.
• Prepare MENA yearly travel statistics.

MENA Staff Management and GOBAL functional support:

• Manage the MENA events/logistics/administrative staff in Geneva and ensure their training and supervision, including recruitment, induction, objectives, motivation, mentoring, leave management, and in close collaboration with the Programme Managers, their performance evaluation.
• Provide functional support to the MENA events/logistics based colleagues in the field. Regularly visit field locations and provide logistics staff with onsite support.
• Identify and build productive relationships with events/logistics/administrative colleagues from other regions/departments to support an integrated approach to logistics within HD.
• Participate in regular progress meetings with events/logistics/administrative staff globally.

Procurement MENA:

• Develop and maintain corporate agreements with suppliers and service providers: travel agencies, hotels, transport companies, interpreters, etc. When required, identify new partners through a call for tender.
• Ensure that logistic staff in the field maintain an effective network of suppliers.
• In coordination with logistic staff in the field, negotiate rates, and define contracts and agreements with external providers.
• Monitor and evaluate the performance of logistics service providers in the region.
• Implement procurement procedures for office items/goods and ensure compliance with donor procurement policies and regulations.
• Make sure the procurement policy is applied internally by Logistics/Admin colleagues and thresholds respected.
• Monitor and update the list of Purchase Orders (POs) issued in Geneva and coordinate with field offices for locally issued POs.
• In close coordination with field offices, consolidate once a year inventory levels.

Procurement GLOBAL:

• In coordination with other logistic staff, develop and maintain corporate agreements with suppliers and service providers at the global level, negotiate prices and conditions.
• When required, identify new partners through a call for tender.
• Review the Meeting Form (MF) process.

MENA Financial Management Responsibilities:

• Establish funding requirements for events/logistics purposes within MENA in close coordination with the Finance Manager.
• Provide financial information on all travel-related expenses.
• Consolidate regional travel related invoices (Airplus, travel insurances).
• Review travel related invoices and approve those when necessary according to the Delegation of Authority.
• Manage access to Airplus portal and use of AIDA cards.
• Meetings: carry out regular controls on costs.

Global policy, processes and tools:

• Lead logistics / administrative policies’ improvement initiatives arising from capability assessment study ensuring compliance with donors’ and legal requirements.
• Participate in the ongoing review of internal processes and procedures to increase the day- to-day efficiencies of logistics operations, notably:
  • streamline travel and expenses management related policies and processes, revise roles and responsibilities, introduce a single service provider, gain cost efficiencies, and build an integrated /automated tool
  • Simplify and standardize policies and processes, related to Global travel services, develop and implement an online booking tool; develop and deploy a global solution, integrated with Business Central
• Support and suggest development of new tools for travel, expense claim management and improvement of the current Travel Authorization (TA) application in coordination with the Finance and Digitalisation teams.

Qualifications

• Bachelor’s degree in Travel and Events management, Tourism, Hospitality Management or related field.
• At least 7 years of experience in Events/Administration management with a focus on travel policies, staff management, capacity building and corporate agreements.
• Proven experience in developing and implementing logistics policies and procedures.
• Knowledge of donor procurement guidelines and procedures.
• Excellent negotiation, communication and interpersonal skills.
• Strong leadership and management skills.
• Ability to work independently and as part of a team.
• Willingness to travel within MENA region.
• Fluent in writing and speaking in English and French. Knowledge of Arabic is an advantage.

Interpersonal skills needed for the position:

• High flexibility
• Excellent attention to details
• Strong management experience with multicultural teams.
• Coordination skills
• Team spirit

To apply, please send your CV and a motivation letter in a single PDF file to hrgeneva@hdcentre.org by 12 May 2024. Please include “Travel Events Administration Manager” in the subject line of your email.

HD  promotes  equal  opportunities  in  employment.  For  more  information,  please  visit: www.hdcentre.org.