EU Travel and Logistics Associate

Job Description

Background Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. Office/Unit/Project Description UNDP Pakistan’s Decentralization, Human Rights, and Local Governance (DHL) project is a multisector project aimed at strengthening federal, provincial, and local governance mechanisms against the backdrop of the 18th Constitutional Amendment (2010). The project's core objective is to ensure inclusive service delivery in all 4 provinces of Pakistan by providing capacity development support to relevant federal ministries and provincial line departments to create an enabling environment for effective local governance and rights-based development. In light of Pakistan’s efforts to maintain inter-faith harmony and prevent conflicts, the DHL project places a strong emphasis on a collaborative approach involving various stakeholders to establish a lasting environment conducive to proactive peace-building measures. Recognizing the growing trend of digital-fueled intolerance, the project advocates for a comprehensive societal strategy, especially in promoting effective advocacy efforts that nurture inter-faith understanding in regions susceptible to strife. UNDP-DHL will also collaborate with multiple stakeholders to expand services that are provided to victims of these conflicts. In this regard, conflict resolution should go beyond legal redressal and extend to other facets as well such as mental health, the restoration and development of livelihoods, and community-building.  At the same time, as highlighted above, several roadblocks hinder the effective provision of legal redressal. In this regard, UNDP-DHL will strive to capacitate local actors including the government, community members, and civil society to integrate grievance redressal mechanisms within a sustained peace-building infrastructure that prioritizes psychosocial support, legal aid, community development, and inter-faith linkages. Moreover, communities need to be sensitized to consider the specific redressal needs of women impacted by these conflicts and their potential to become effective actors in promoting peace in these areas. Scope of work Under the overall supervision of the Project Operations Manager, the Travel and Logistics Associate (EU) is expected to achieve the deliverables, working in close collaboration with the team members in projects. S/he will be responsible for ensuring effective implementation of the Project’s interventions under the respective Funding Windows.  The duties and responsibilities of the incumbent will be as below: 1. Planning and implementation of operational strategies, focusing on achievement of the  following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies and elaboration of the internal standard operating procedures (SOPs); 
• Prepare routine correspondence, memoranda and reports in accordance with Country Office Standard Operating Procedures (SOP).

2. Organization of logistical services, focusing on achievement of the following results: 

• Organizes workshops, conferences, retreats and formulate budget for the related events;
• Select, and negotiate with vendors, maintain quality and economy;
• Maintaining of events pictures in an organized chronological archive on a shared drive to be  made available upon request use in the project reports;
• Maintenance of data integrity, analysis of results and initiation of corrective action when  necessary;
• Proper control of supporting documents of funds and activities. Provision of the information for  the audit;
• Receive and vet invoices from the suppliers and initiate payment requests. Ensure that  substantial support is provided to the project workshops and trainings and other related events with particular focus to stigma and discrimination component of the DHL project;
• Organization of trainings, synthesis of lessons learned/best practices and sound contributions to UNDP knowledge networks and communities of practice;
• Make hotel reservations for visiting officials.  Arrange for airport pick-up of high-level officials and provide support including immigration procedures, as necessary;
• Process requisitions, claims, and invoices for travel (tickets and DSA) in ERP/UNALL. Ensure availability of budget according to PTAEO.

3. Travel planning and ensure control of the project budgets, focusing on achievement of the following results:

• Preparation of travel plans in line with project operational budget;
• Monitoring and closing the travel requests in a timely manner on CO ERP portal (quantum) in accordance with UNDP rules and regulations;
• Consolidation of travel reports (BTOR) on shared drive;
• Preparation and monitoring of project annual/quarterly travel plans;
• Presentation of travel information for audit;
• Coordination with vendors for timely submission of invoices/deliverable;
• Keep track of travel actions and align these with AWP travel budget; 
• Establish and maintain strategic partnerships with Government stakeholders, and local partners by extending timely coordinated support for travel;
• Provide information to staff on travel including entitlements, travel route and hotel arrangements. Process travel requisition and claims in line with travel entitlements for staff, consultants, UN and visitors ensuring that the travel arrangement follow the UN rules of most direct route and competitive prices;
• Process requests for visas for project travelers, and requests for and Diplomatic Identification Cards for international staff. 

4. Knowledge building and knowledge sharing, focusing on achievement of the following results:

• Organize training for the operations/projects staff;
• Sound contributions to knowledge networks and communities of practice;
• Attend National and International trainings/workshops on capacity building relevant to project  objective at large. 

5. Perform other activities:

• Assist in inventory management of both expendable and non-expendable project items;
• Undertake other activities reasonably requested by the consultants, UNDP, and other  stakeholders for the successful accomplishment of the immediate objectives;
• The incumbent performs other duties within their functional profile as deemed necessary for the  efficient functioning of the Office and the Organization.

Institutional Arrangement The EU Travel and Logistics Associate will report to the Project Operations Manager, the incumbent is expected to achieve the deliverables, working in close collaboration with all team members in the project. Competencies CORE Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements  Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible  Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination   Cross-Functional & Technical competencies  Business Management: 

• Customer Satisfaction/Client Management 
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs;
  • Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests;
  • Ability to anticipate client's upcoming needs and concerns.
• Communication
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication;
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels;
  • Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience;
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels. 

Procurement: 

• Strategic Sourcing 
  • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Supplier/Relationship Management
  • Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Administration & Operations: 

• Event Management 
  • Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.
• Travel Policy and Procedures
  • Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters.

Required Skills and Experience Minimum Academic Education :

• Secondary education (High School) is required; 
• A first-level university degree (bachelor’s degree) in Business Administration, Management, Supply Chain or related field will be given due consideration but is not a requirement.

Minimum years of relevant experience :

• Minimum seven (7) years (with secondary education) or 4 years (with bachelor´s degree) of relevant professional experience in travel management in the development sector organizations or UN agencies. 

Required skills and competencies :

• Experience in the use of computers and office software packages (MS Word, Excel, etc. and knowledge of web-based management systems such as ERP.

Desired skills in addition to the competencies covered in the competencies section :

• Experience of preparation and conducting events and conferences including, receipt of quotations, or proposals for venue logistics and associated procurement; 
• Hands on experience of using UN Agencies or International development Sector organizations ERP system OR online web-based systems;
• Experience and understanding of road/air networks of Pakistan;
• Proven track record of good analytical and report writing skills;
• Proven experience and knowledge of international airports/airlines in flying in and out of Pakistan.  

Language Requirements:

• Fluency in English and Urdu language is required.

Disclaimer Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. Non-discrimination UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.   UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.  Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.