Title of Assignment: Business Travel Agent (two posts)

Name of unit/sector: Travel and Mission Support Section, Central Services Division, Administration and Management Sector

Place of Assignment: WIPO Headquarters, Geneva, Switzerland

Expected duration of assignment: 31 December 2024

1. Objective of the assignment

The Travel and Mission Support Section (TMS) of the Central Services Division (CSD) has undertaken a project to centralize all the official travel bookings for third-party travelers that are financed by WIPO to attend meetings or conferences. This task involves the use of the Global Distribution Systems and Online Booking Tool for searching the best itineraries in compliance with WIPO’s travel rules. The incumbents are required to perform a variety of technical and administrative transactions and office support functions contributing to the TMS pilot project on the centralization of travel bookings.

2. Deliverables/services

(a) In the context of the travel centralization project, search itineraries and make air travel bookings through WIPO’s online booking tool for third-party travelers based on specific electronic travel requests (TR) received from assistants ensuring that WIPO’s travel rules are followed and based on the most direct and most economy principle. Make detailed checks for each TRs supporting documentation; and travel entitlements (DSA, terminal expenses, and visa).
(b) Communicate with third-party travelers about the proposed itinerary and manage confirmations and ticket issuance process through the travel requests;
(c) Liaise between the travel agency, travel assistant, and the travelers to ensure all bookings are made within the shortest time possible and tickets are issued at the best possible price available.
(d) Provide emergency support to travelers during travel as and when needed and liaise with airline or travel agency to find solutions;
(e) Document issues, lessons learned and provide feedback on continuous improvement initiatives

3. Reporting 

The Travel Agent will report to the Supervisor of the Travel Team

4. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience)

Education:
(a) Completed secondary education with qualifications in the travel industry.

Knowledge and experience:
(b) Relevant work experience as a travel agent, preferably in the business travel area. Proficient user of a Global Distribution System (GDS) (such as Amadeus or Galileo) and online booking tools (OBT) with ability to make travel bookings is required.
(c) Excellent knowledge of English or French is required.
(d) Proficiency in current office software applications
(e) Strong organizational, communication, and interpersonal skills with the ability to work in a multicultural team.

5. Duration of contract and payment

31 December 2024. Normal office working hours, 40 hours per week.
Applicants are requested to provide an indication of their remuneration expectations in Swiss francs (daily rate).