Travel Associate, Istanbul

OBJECTIVES OF THE PROGRAMME

The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, safeguarding personnel and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmers and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region's structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being. The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive logistical and administrative support through a service-oriented approach for the day-to-day operations and staff of the EURO offices and related entities.

DESCRIPTION OF DUTIES

As part of the Administrative Services &Conferences Unit (ASC), the purpose of the position is to provide efficient travel services and effective support to WHO/EURO. Under direct supervision of Travel Officer and broad guidance of the Regional Admin Services Manager, the incumbent will provide support in the following areas: · Regularly monitor and evaluate all travel activities to ensure that WHO Regional Office for Europe (EURO) and its travelers receive efficient services with best value for money; · Monitor service level and ensure travel agent remains client-oriented while fulfilling the terms of its contract; ensure that tickets are issued in a timely fashion, adhering to correct cost liability and relevant EURO approvals; · Check invoices for payments against the terms of contract and actual services rendered, review and ensure that no costs are duplicated or over charged; · Follow up with divisions/offices in case of funding issues; ensure that outstanding encumbrances are closed in a timely manner and ticket refunds are requested promptly and credited to WHO without undue delay · Assist in liaising with airlines and/or travel management services provider(s) for group discounts etc.; · Assist in negotiation with hotels in Istanbul on yearly basis to be applied during meetings/events and for WHO staff and visitors; provide to support COs/GDOs on the process and criteria to apply the same; · Assist in collecting data, reviewing entry to the WHO Preferred hotel programme, ensuring EURO negotiated hotel rates are incorporated Create travel profiles for staff members, · Provide travel quotes, answer queries from staff and travelers, analyze complex itineraries and quotations for most advantageous rates, advise on most effective travel arrangements, provide resolutions for complex situations and/or emergencies. · Ensure compliance with WHO policies and procedures, review requests for exceptions, provide input to supervisor when required Assist with testing or troubleshooting of new processes, tools; · Provide trainings or briefings · Provide travel support when required for meetings; assist in determining costing for meetings · As travel claim administrator, approve non-staff travel claims, submit TC's for travelers who do not have access to WHO system · Assist in the preparation of Request for Proposals(RFP) for required travel services; participate in contract administration and performance evaluation of services provider(s), to ensure efficiency in meeting EURO needs. · When required, provide travel related trainings to EURO staff, ensuring any updates or modifications in policies and/or systems are communicated in a clear and timely manner Participate in developing and maintaining all travel related processes, systems, standard operations procedures and guidelines, ensure all travel information are up-to-date on relevant Intranet sections · Process visa support requests; contact/respond to consulates or immigration authorities to facilitate visa arrangements and ensure timely delivery of visas; answer visa related queries from staff Draft reports, correspondence, and documents on travel-related issues; prepare periodic and ad-hoc management reports. · Perform other tasks as required by the supervisor.

REQUIRED QUALIFICATIONS

Education

Essential : Completion of secondary school education. Certification as a professional Travel Agent (IATA UFTAA diploma). Desirable: University degree in travel industry manage mentor hospitality or an area of relevant study.

Experience

Essential : At least eight years' experience in travel agencies and/or airlines. Demonstrated hands-on experience making travel arrangements and calculating fares. Desirable: Experience in UN system or an international office complex environment.

Skills

In-depth knowledge of the travel industry and the application of air fare levels. Very good knowledge of airline (preferably Amadeus) booking systems. Proficiency in MS Office. Good knowledge in use of an ERP system. Good interpersonal skills, tact and diplomacy. Ability for analytical and creative thinking to provide rapid solutions and/or re-allocate resources in response to unexpected events. Service-oriented. Ability to meet work deadlines in a timely manner and to work independently in a team environment. Ability to communicate effectively with staff at all levels, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct. Emotional intelligence: Ability to identify and manage one's own emotions, as well as helping others to do the same.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Ensuring the effective use of resources Producing results

Use of Language Skills

Essential : Expert knowledge of English. Expert knowledge of Turkish. Desirable: Intermediate knowledge of French. Intermediate knowledge of Russian, German.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at USD 20,456 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

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 and/or an asynchronous video assessment 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: Some professional certificates may not appear in the WHED and will require individual review.
        • According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
          • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
            • The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
            • The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States ( are strongly encouraged to apply. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
              • An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
                • WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
                  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
                    • For information on WHO's operations please visit:
                      • WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
                        • The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
                          • Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
                            • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
                              • In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates