Travel and Event Support Consultant - Retainer
Organizational Context
UN Women's Eastern and Southern Africa Regional Office (ESARO) provides strategic direction and support to country offices. This role, under the Regional Procurement Specialist, is crucial for ensuring efficient and transparent travel services across the ESA region, supporting program delivery and operational compliance by managing travel logistics for staff and events.
Job Purpose
This consultancy aims to provide expert support for the execution of transparent and efficient travel services within UN Women's Eastern and Southern Africa (ESA) region, adhering strictly to UN Women's rules, regulations, and Duty Travel Policy. The consultant will collaborate with program and operations staff to manage travel logistics for regional meetings, workshops, and events, acting as a key point of contact for contract and payment matters, and ensuring smooth travel operations for staff and participants.
Responsibilities
Manage all aspects of travel arrangements for UN Women staff and non-staff, including liaising with travel agents, obtaining quotes, and booking tickets. Analyze and process Travel Requests (TR) and Travel Claims (TC) to ensure compliance with the Duty Travel Policy and UN Women Financial Regulations. Provide support for the approval of Purchase Orders and invoices for travel-related payments. Ensure mandatory travel documents are uploaded to the corporate travel application and provide technical assistance to users of the travel application and other systems. Develop and maintain travel vendor profiles, plans, requests, claims, and related records in ERP and travel applications. Prepare travel reports and data for corporate reporting. Facilitate visa requests, vendor registration, and flight bookings for meeting and event participants. Track ticket issuance, prepare Excel trackers, and maintain the travel filing system. Facilitate ground transportation and collect information for Daily Subsistence Allowance (DSA) payments. Serve as a focal point for participant queries and gather documents for concluding travel claims.
Work Experience
Requires at least 5 years of progressive experience in travel management, logistics, and administration services. Experience in organizing meetings and conferences within international organizations is essential. Proficiency in MS Office and Google Suite is required, with experience in web-based management systems being desirable. Experience with ERP/Travel Modules, particularly Quantum ERP, and prior UN system experience are advantageous.
Skills
Travel Management, Logistics Support, Event Planning, Procurement Support, Financial Administration, Data Reporting, System Support, Vendor Management, Communication, Problem Solving.