•The incumbent will arrange travel for ORO staff in accordance with the IUCN ORO and IUCN Global Travel Policies and Guidelines.
•Will assist in the planning of logistics for IUCN ORO workshops and meetings.
•Will arrange office procurements for ORO in accordance with the IUCN ORO and IUCN Global Procurement Policies and Guidelines.

The Procurement and Travel Officer will be responsible for procurement and travel duties of the IUCN Oceania Regional Office to ensure that business services are accomplished in an effective, efficient and timely manner and in compliance with all legislative, policy and procedural guidelines of IUCN and the local labor law, as applicable.

The specific duties of this position include, but are not limited to, the following:

Travel:
• Maintain a travel log
• Facilitate travel arrangements for staff, consultants and participants to workshops and meetings in compliance with the IUCN Travel Policy.
• Sourcing quotes from the authorized travel agents by providing the most direct and economic option.
• Providing information to the staff relating to their flights, hotel accommodations and per-diems.
• Input data relating to the travel requests in the ERP system
• Ensuring the timely process of all travel requests from staff before travel commences with the submission of STO.
• Reconciliation and acquittal information- processing claims from travelers before they commence on their next travel.
• Prepare purchase orders for travel requirements
• Check and ensure that invoices submitted by suppliers and travel agents are correct and match the flight cost purchased with the supporting documents to process payment by the Finance Officer.
• Submit quarterly reports with the following travel information:
• Follow-up on the following:
• Quarterly travel plans from all units.
• Monthly travel plan updates from all units.
• Programme/project staff travel plans and arrangements.
• Visa arrangement when required.
• Itineraries and quotations for travel.
• Invoices from travel agencies for payment.
• Travel insurance and frequent flyer updates.
• With the guidance of the Senior Administration Officer follow up with the Ministry of Foreign Affairs or Ministry of Immigration on any required clearances and permits.
• Staffs travel acquittals.

Procurement
• Ensure quality execution of all purchasing duties in accordance with company policies and procedures.
• Maintain complete updated purchasing records/data and pricing.
• Assist in managing and following up orders [local and overseas]
• Support different ORO units with quotation for the purpose of tenders.
• Prepare and process procurement documents in accordance with IUCN Global and ORO policies and procedures.
• Monitor and coordinate deliveries of items from suppliers to ensure that all items are delivered to site/store on time.
• Source, select and assist in the negotiations for the best purchase package in terms of quality, price, terms, deliveries and services with suppliers.
• Monitor the inventory levels of materials and products.
• Source for new suppliers or sub-contractors when the need arises.
• Monitor and coordinate deliveries of items from supplies [local and overseas]
• Organise meetings, provide documentation and act as secretary of ORO's
Procurement Committee.
• Working with the Procurement Officer at Headquarters on areas to improve procurement and travel policy for the office.
• Provide guidance on donor’s procurement guidelines and identify differences to IUCN procurement manual.
• Review contractual agreements with regional legal team for proper procurement alignment.
• Provide capacity building to staff at IUCN and or grantees in procurement functions and related ERP functions.
• Provide guidance to program procurement plan on both IUCN and donor reporting requirements to staffs, grantees, implementing partners and other relevant stakeholders.

Other Administrative Support
• Provide support to the Administration Unit as and when there is a need to do so and on the endorsement of the Regional Head of Finance and Administration
• Upon the approval of the Regional Finance Officer, provide logistical support to programmes/ project or the Executive Office in the organisation of workshops meetings and any other special events.
• Participate in the Administration Unit meetings and make contributions to discussions relating to the administration of the ORO particularly regarding travel and procurement matters.

Other Finance Support
• Provide support to the Finance Unit as and when there is a need to do so and on the endorsement of the Regional Head of Finance and Administration
• Provide as a backup support to the Finance Unit in terms of processing payments and official bank runs as and when there is a need to do so and on the endorsement of the Regional Head of Finance and Administration