Back Head of Travel Services, P5, Geneva

Organizational Setting and Work Relationships

Travel expenses are one of the largest expense items of UNHCR after staff costs that are increasingly scrutinized for realised cost-efficiencies. With the recent MSRP upgrade undertaken by DFAM, a single travel system is now in place for global use allowing UNHCR to consolidate travel data worldwide. The Head of Travel Services position is hence of major importance to ensure the optimal use and performance of the travel system, lead and promote partnerships with other UN sister agencies and private sector in the sector of travel, provides guidelines on travel management, build corporate standard, facilitate and coordinate the implementation of travel tools, define business intelligence, reporting and data analytics requirements, in order to reduce the risk of fraud and ensure efficiency gains and cost savings. Under the supervision of Deputy Director of DFAM, the incumbent is responsible for overseeing the delivery of Travel Services for UNHCR globally.
The Head of Travel Services provides strategic direction, functional guidance and effective leadership on Travel Management. S/he develops and implements global travel strategies and models including on airline agreements, accommodation options, digitisation of workflow and optimisation of existing processes giving due consideration to the varying needs and operating environments of each of the Regions. S/he utilizes a holistic approach to Travel Management to work in partnership with senior management, guide Travel teams within the organization globally and bring sound and coherent travel solutions tailored to enable the implementation of the strategic priorities.

The incumbent functionally supervises the work of the staff working as travel administrators in different regions and actively engages with the regional offices to identify and implement measures to improve client satisfaction.
The incumbent regularly undertakes analysis of travel activities, routes and expenditure and makes recommendations to achieve cost-efficiencies as needed along with the policy formulations.
The nature of the job hence requires that close working contacts are maintained with the appropriate levels of senior management of the Bureaux and Divisions for information sharing, consultation and coordination to facilitate decision making and implementation of measures aimed at a smooth functioning of Travel services and efficient use of available resources. External contacts include other UN entities and International Organizations part of the Inter Agencies Travel Network (IATN) and other International Organizations fora related to travel matters, as well as external service providers offering diversified travel services.
The incumbent will, further, cover the full spectrum of managerial oversight, manage performance, standardized reporting on travel data and monitor the adherence of the different divisions to UNHCR¿s Travel rules and regulations, identifying and addressing any emerging issues and risks as appropriate.

The incumbent will supervise the work of a Travel Administrator (P3) a G7 Senior Admin Associate TVU, and 7 GS staff at G6 and G5 levels.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

Duties

• Develop strategies for UNHCR global travel plans and models as well as continuous improvement initiatives in the area of travel processes, policies and systems for cost-efficiencies and increased client satisfaction.
• Direct the work of the sections under supervision to ensure compliance with established parameters, targets, rules, procedures and International Public Sector Accounting Standards (IPSAS).
• Functionally supervises the work of colleagues working as travel administrators in the different Regions and Headquarters locations.
• Respond to multiple requests requiring travel policy interpretation as well as development of processes and procedures to address day to day issues at the field level.
• In close cooperation with Procurement, Bureaus and Divisions, facilitate and coordinate UNHCR relationships with travel management companies and other vendors, model corporate standard on monitoring mechanism, advise on contracts and rates negotiation with travel service provider(s).
• Define business intelligence, reporting and data analytics requirements to support the travel function including online booking tools, self-service services, digitized workflows, expenses.
• Manage interagency contacts with relevant counterparts in other UN entities and International Organizations part of the Inter Agencies Travel Network (IATN), representing UNHCR interests, identifying opportunities for interagency collaboration both for cost reduction and quality perspective.
• Advise the Controller, the Regional Controllers and other senior staff within Bureaux and Divisions on various practical aspects related to the implementation by field operations of the Travel relating rules, regulations and procedures.
• As the focal point for training and capacity building, guide the development and implementation of training programmes and capacity building initiatives on Travel related matters across the Organization, with the overall aim of enhancing the travel management capacity within UNHCR.
• Identify systemic control weaknesses detected during field support activities or by DFAM units and communicate such findings to the relevant policy development teams to facilitate their timely treatment.
• In consultation with the senior management within DFAM and the Bureaux, and after having given due consideration to relevant internal and external audit findings as well as the available risk assessments, identify field operations that require Travel management support; manage the deployment of field support staff in order to assist local management in strengthening their Travel management systems and to reduce risks of non-compliance with UNHCR rules, policies and procedures, as well as building the capacity of field staff, in order to allow them to discharge their Travel management functions.
• Oversees the implementation of audit recommendations related to travel management area.
• Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education
Business Administration Public Administration, Economics or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Travel Agent certificate;
IATA/UFTAA;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
Minimum of 12 years in supervisory/managerial position in the area of general administration, management, travel, logistics, supply management/procurement and service delivery. Significant experience in managing projects related to travel and procurement. Excellent knowledge of UN Travel Processes, Policies and Procedures. Good knowledge of financial management systems, PeopleSoft or a similar ERP system. Customer-oriented experience preferably in large-scale global business. Experience in designing and implementing travel processes, policies and systems.
Desirable:
Knowledge of United Nations administrative, human resources and financial rules and procedures. Knowledge of online travel solutions currently in use with United Nations and Governments. Experience in developing and managing Service Level Agreements.

Functional Skills
TV-Travel-Amadeus Altéa Customer Management System;
TV-Travel-Galileo (Global reservation system quoting IATA full fare prices);
SC-Contract management;
SC-Public procurement;
IT-Computer Literacy;
CO-Strategic Communication;
MS-Drafting, Documentation, Data Presentation;
(Functional Skills marked with an asterisk* are essential)