Travel Associate

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.

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).

Experience:

Essential:

• At least eight years’ experience in travel agencies and/or airlines. Demonstrated hands-on experience making travel arrangements and calculating fares.

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.

Language Skills:

Essential:

• Expert knowledge of English. Expert knowledge of Turkish.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2402718