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Travel Desk Administrator
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Embedded within GPOU, the Travel Desk will process and operationalize all travel needs and requests for Headquarters (Gland) based units and programmes. The Travel Desk will support the logistical organization of workshops, events and meetings for Headquarters based staff.
The primary purpose of the Travel Desk Assistant position is to provide travel and events administrative and logistics services to staff at Headquarters. The Travel Desk Assistant is expected to build a business partner relationship with Headquarters based units, programmes and relevant staff in order to gain a thorough understanding of their travel and events logistics and administration needs, their challenges and expectations.
• Working and collaborating with the outsourced travel agency provider, ensure the timely processing of all travel and events requests for Headquarters units, programmes and related staff,
• Facilitate all logistical arrangements for travel, visa, accommodation, transportation, workshops and events,
• Support the processing of Travel requests, Expense Claims and reimbursement claims (ERP processing, etc.) including credit card statements and associated transactions,
• Store and file travel documentation,
• Process the outsourced travel agency invoice in the ERP and prepare the journals vouchers for internal re-invoicing
• Provide travel and hospitality logistics locally for visitors to Headquarters,
• Facilitate logistical elements of IUCN HQ-hosted events, conferences, workshops and meetings,
• Facilitate the logistical arrangements for external participants upon Headquarters units and programmes requests,
• Maintain travel related reports (e.g. Travel planning and agenda) on Headquarters travel in order to monitor travel activity of Headquarters based units, programmes and related staff,
• Support the Procurement Officer in streamlining and improving travel related processes
• Contribute to build the capacity of staff on the Travel processes and Policy through training workshops
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• 2 years minimum of administrative or secretarial studies • At least 2 years administration support experience • Practical experience of using and updating financial and travel systems • Knowledge of IUCN's internal procedures • Good communication skills • Hands-on mentality, result driven and team player • Ability to work and function in multicultural and multidisciplinary environment • Strong written and spoken English • Ability to work and function in multicultural and multidisciplinary environment • Experience working in a Travel agency or Travel related field would be considered as a plus |
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.
Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
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