Travel and Procurement Coordinator – Geneva, Switzerland

Mission

Geneva Call is a neutral and impartial non-governmental organisation dedicated to promoting respect for international humanitarian norms in armed conflict and other situations of violence. Geneva Call’s mission is to ensure that armed groups and de facto authorities (AGDA) respect International Humanitarian Law and basic humanitarian principles in the areas where they fight or they control.
Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

Role

Under the direct supervision of the Director of External Relations and Support Services, the Travel and Procurement Coordinator manages the travel contract with the supplier on behalf of Geneva Call. The role also has full responsibility for procurement policy and related procedures for Geneva Call globally and takes the lead in HQ for all procurement related matters and coordinates the Technical Evaluation and Finance Evaluation Committees at HQ for field based procurement when needed. The Travel and Procurement Coordinator will be responsible for planning, coordinating, and overseeing all travel-related processes dealing with the travel provider and the system enhancements as well as Procurement related activity for policy, procedures and systems. This role requires a detail-oriented and proactive individual who can manage logistics, budgets, and vendor relationships effectively and independently with minimal supervision.

Core responsibilities

Travel

• Developing, updating and monitoring proper implementation of Geneva Call’s travel policies and guidelines on all travel related activity
• Negotiating with the travel provider to secure cost-effective arrangements are in place and ensuring hotel booking and travel claims are policy compliant.
• Ensuring that Geneva Call has in place competitively priced travel providers and the systems and workflows in place are user-friendly and well understood by all staff and management alike.
• Prepare monthly managment reporting for all travel for both internal and external travellers, highlighting if non-compliance occurs.

Procurement

• Contribute to/responsible for all aspects of the procurement process (policy, procedure, drafting tender specifications, launching tenders and bids for Geneva and Field offices).
• Leads the price and contract negotiations with vendors/suppliers to ensure competitive pricing, cost efficiency and terms and conditions within Geneva Call’s framework.
• Provide direct support to the field offices and HQ unit for procurement activities.
• Managing the contracts portfolio for Geneva Call.
• Issuing purchase orders for Geneva based procurement.
• Collection of supporting documents for payments to suppliers.
• Providing the supplier information to finance for recording in Geneva Call’s ERP.
• Ensure proper documentation is in place for all suppliers including legal identity forms and financial identification forms.
• Undertake any other assignments that may be required, to ensure efficient functioning of the two functions of travel and procurement.

Other

• Ensuring travel and procurement arrangements align with the organisation culture and values and best practice in the sector.

Main qualifications

Education and experience

• Business management degree.

Technical skills

• Ability to develop collegial and professional relationships with various stakeholder groups.
• Ability to work independently and as part of a team and meet deadlines under pressure.
• Strong organisational skills with the ability to multitask and prioritise effectively.
• Strong attention to detail and a high level of accuracy in work output.
• Excellent communication and interpersonal skills, enabling collaboration in a diverse team environment and in various contexts.
• Strong analytical, writing, presentation, interpersonal, negotiation, and monitoring/research skills.
• Demonstrated experience on project planning and monitoring.
• Good understanding of Geneva Call’s internal policies and procedures.
• Independent mindset is a plus.

Languages

• English

Performance management

The employee will be accountable for the responsibilities and the competencies, in accordance with the GC Performance Management p. The following documents will be used for performance reviews:

• The Job Description
• The individual Work- and Professional Development Plan
• The Competency Framework

Conflict of interest

Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process.

Conditions

• Position : Travel and Procurement Coordinator
• Type of Contract: Open ended (Swiss contract)
• Activity rate: 100%, full-time position
• Work place: Geneva, Switzerland
• Preferred start date: 1 March 2024