Admin Services Officer – Global Travel (Team Lead)

OBJECTIVES OF THE PROGRAMME

The Department of Operational Support and Services is comprised of several services, Infrastructure Support Services (ISS), Logistics Support Services (LSS), Security Services (SEC) and the Global Conference and Training Centre (GCT). The Work of OSS is included under the scope of Category 4: a more effective and efficient WHO providing better support to Countries, and Programme Area 4.3 to manage financial, human, and administrative resources in an efficient, effective, results oriented and transparent manner. LSS responsibilities include provision of high quality services to WHO in the areas of travel, conference services, and other general services, in an efficient and cost effective manner.Travel costs represent a significant part of WHO's total expenditure and the objective is to ensure that travel is managed and delivered in the most cost-effective manner possible, enabling WHO to obtain maximum value for money, while at the same time having an efficient travel service that facilitates implementation of WHO's health programmes.

DESCRIPTION OF DUTIES

Under the direct supervision of the Coordinator LSS, and overall guidance of the Director OSS, the incumbent will perform the following duties: WHO Duty Travel Management:

Strategically manage duty travel policy, operations and activities in WHO, and ensure that the organisation obtains the best possible value for money spent on duty travel.
Continuously monitor travel activities and statistics and recommend actions to improve efficiency and reduce costs. Stay continuously updated on best practises and trends in the global corporate travel industry and ensure that relevant changes are introduced in WHO where appropriate.
Be the competent reputable authority on travel management within WHO, and proactively engage with senior managers on improving travel management and resolving the related issues they encounter.
Engage with WHO Travel Working Group and other relevant stakeholders on travel management and process issues on an ongoing basis.
Encourage and develop the Travel Working Group as a functioning WHO travel network that discusses relevant topics and issues faced by all.
Engage with travel managers in WHO Regional Offices on policy and process issues, to identify synergies and opportunities for closer collaboration to achieve savings through economies of scale, and provide appropriate support to facilitate travel management at their level.
Engage with travel managers in other UN organisations on travel management issues and identification of opportunities for cost savings and containment measures.
Manage the ongoing implementation, expansion and evolution of WHO preferred hotel program to ensure efficient service and maximum savings are achieved on travel costs.
Liaise with OIOS and other audit authorities on feedback and implementation of internal and external audit recommendations.
Oversee and manage the HQ travel unit to ensure excellence in service provision to HQ staff and in performance management of the HQ travel agent.
WHO Duty Travel Policy:
Monitor appropriateness and application of WHO duty travel policy, and update it where and when necessary to address gaps, changes due to senior management direction or evolution in global corporate travel industry practises.
Ensure that the Travel Section in WHO E-manual is kept up to date and in line with current duty travel policy. Ensure that Standard Operation Procedures (SOP) related to travel processing are kept up to date and new SOPs introduced when necessary.
Travel Management Systems and tools:
Continuously monitor the operation and use of GSM Travel module and other corporate systems and ensure that all travel processes and transactions are correctly implemented as per duty travel policy, and that appropriate system controls and validations are in place to enforce compliance with policy.
Coordinate engagement with IMT in support of ongoing requirements for GSM Travel Module and other corporate systems to fix system bugs and implement enhancements due to changes in policy or processes. Coordinate and manage projects related to evolution of WHO corporate systems for delivery of travel services ,such as major changes to GSM travel module and exploring the benefits and possibilities of adopting a global corporate online booking tool that can be used by HQ and other main offices globally.
Travel Statistics and Reporting:
Ensure that periodic standard reports are provided in a timely manner and that WHO senior management have up to date relevant information related to travel activities and travel compliance to facilitate appropriate decision making.
Communication and training:
Effectively communicate with WHO staff at all levels of the organisation on risks in the end-to-end travel process, the logic and rationale for WHO duty travel policy, and the importance and benefits of compliance with policy.
Develop and maintain appropriate training materials on travel management and processing for staff at different levels of the organisation, and ensure regular delivery at all locations.

REQUIRED QUALIFICATIONS

Education

Essential: Advanced level degree from a university of recognized standing in business administration, or similar. Desirable: Formal education or diploma in the field of international corporate travel management.

Experience

Essential: At least 7 years experience in management at the supervisory level in an international setting. Proven experience and ability in strategic management of a global function across a decentralised organisation. Sound experience in staff management. In-depth managerial knowledge and operational experience in corporate travel management. Experience in contract negotiations for goods and services. Excellent interpersonal, people management and communications skills. Desirable: Experience in a UN organisation is an asset.

Skills

Thorough knowledge of different facets of travel management and service provision, including the functioning of corporate travel in an international setting. Proven organizational skills; excellent interpersonal and communication skills both written and verbal; ability to work on own initiative or cooperatively and effectively as a member of a team. Deal patiently and tactfully with people; high sense of initiative, accountability, diplomacy, and good judgement.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Moving forward in a changing environment Producing results Creating an empowering and motivating environment

Use of Language Skills

Essential: Expert knowledge of English. Desirable: Intermediate knowledge of French.

REMUNERATION

WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 73,516 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 5336 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

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 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.

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.

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

WHO is committed to workforce diversity.

WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

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

WHO has a mobility policy which can be found at the following link: http://www.who.int/employment/en/. 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.

Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.

Location: Geneva, Switzerland Deadline: 9/1/2021 (6 am) Application link: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2004893