Head

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\:  please note that the deadline for applications is indicated in local date and time.

  

 

a.    Organizational Setting

 

The post is located in the Travel and Mission Support Section (TMS) of the Procurement and Travel Division, Administration and Management Sector.

The Division aims to provide responsive, effective and quality procurement and travel services in a compliant manner. The Section is responsible for the management of travel arrangements of WIPO staff or third party travelers (holders of Individual Contractual Services (ICS), speakers and financed delegates attending the WIPO General Assembly and other various meetings held in Geneva and abroad).  The Section also ensures that all arrangements are in compliance with the travel policy and the Financial Regulations and Rules (FRR) and Staff Regulation and Rules (SRR) of the Organization. The activities of the Section include the certification of the travel and meetings related transactions, visa processing as well as administration and support for diplomatic privileges.

 

b.    Purpose Statement

 

The incumbent acts as advisor to the Division Director on travel, meetings, official hospitality matters, and other related services such as visas, diplomatic privileges. S/he manages the regulatory framework corresponding to these activities and coordinates and supervises the work of the Section to ensure prompt and efficient service delivery. The incumbent proposes and drafts policy updates, guarantees their compliance with the Financial Regulation and Rules, and ensure their strict implementation.

 

c.    Reporting Lines

 

The incumbent works under the supervision of the Director of the Division.

 

d.    Work Relations

 

The incumbent works closely with all programs in WIPO headquarters and in external offices arranging meetings, travel or hospitality, as well as with Finance, IT support, the Office of the Controller, and the Human Resources Management Department. S/he also works with suppliers providing travel management and catering services and various IT providers, third party travelers, the host governments, consular services, and other International Organizations.

 

 

The incumbent will perform the following principal duties\:

 

a.   Plan and lead the work of the Section, determining priorities and allocating resources for the high-quality and timely completion of the workplan in line with the Organization's business objectives.

 

b.   Manage staff and supervise their work, provide regular feedback on performance and develop individual training plans to enhance team performance and skills.

 

c.   Manage the travel activities to deliver a customer oriented service to internal and external stakeholders and ensure that customer's needs are addressed in a timely, satisfactory, and cost effective manner within the defined regulatory framework.

 

d.   Develop, maintain and regularly review policies and standard operating procedures in the area of travel, meetings and hospitality. Act as the focal point for audits of the Section and ensure the closure of related recommendations.

 

e.   Ensure appropriate communication initiatives, training or ongoing advice and support to internal stakeholders with regards to policies and procedures and their implementation.

 

f.    Manage relationships with travel-related third party suppliers and regularly review performance to ensure compliance with contractual terms, agreed service levels and key performance indicators.

 

g.   Review, improve and lead the (re-)design of WIPO electronic travel management system; work closely with business representatives and technical teams to ensure that business needs are accurately captured and effectively implemented and lead change management initiatives in this regard.

 

h.   Provide regular management reports to the Director on performance indicators, policy exceptions, budget utilization or other matters.

 

i.    Represent WIPO in different functions such as acting as Air Travel Focal Point (ATFP); ensure responsiveness to any travel emergency during or outside working hours and participate in the Inter Agency Travel Network.

 

j.    Perform any other duties as required.

 

 

Education

Essential

Advanced university degree in business administration, management, tourism and travel or related field. A first-level university degree plus two years of relevant professional experience in addition to the experience requested below may be acceptable in lieu of an advanced university degree.

 

Desirable

Qualification in the field of travel and tourism.

 

Experience

Essential

At least seven years' relevant professional experience in a related field including several years' experience in a travel management position.

Experience in directly managing IT travel management tools, developing business requirements and carrying out process analysis.

Experience in implementing and improving of 'travel to settlement' modules as part of an ERP system (preferably Oracle/PeopleSoft AIMS).

Experience managing staff.

 

Desirable

Experience working in a travel department in a public entity.

Knowledge of administrative policies, practices and procedures applied in the United Nations system or in a public international organization.

Experience in data management and data analysis using ERP related modules such as Business Intelligence.

 

Language

Essential

Excellent knowledge of written and spoken English and good knowledge of French.

 

Desirable

Knowledge of other UN languages.

 

Job Related Competencies

Essential

Competent user of travel global distribution systems (GDS\: Amadeus or Galileo), travel management reporting and self-booking tools.

Excellent and up to date knowledge of the travel industry business environment and associated IT standards; good understanding of current and future trends affecting the industry.

Sound people management skills, with ability to lead and motivate a team.

Sound analytical skills; ability to conduct independent research and analysis, identifying opportunities for improvement, making recommendations and leading their implementation.

Sound problem-solving skills, with the ability to find practical solutions to administrative problems in compliance with applicable rules and procedures.

Strong organizational skills, with the ability to work under pressure and successfully prioritize tasks in order to manage multiple commitments and deadlines.

High level of client orientation, excellent communication and interpersonal skills with an ability to establish and maintain good working relationships in a multi-cultural environment.

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint), internet tools, and the ability to quickly adapt to new software and tools.

High degree of tact and discretion.

 

Desirable

Technical and functional knowledge of Oracle PeopleSoft (Procure to Pay, Business Intelligence and travel management tools).

 

 

 

1.      Communicating effectively.

2.      Showing team spirit.

3.      Demonstrating integrity.

4.      Valuing diversity.

5.      Producing results.

6.      Showing service orientation.

7.      Seeing the big picture.

8.      Seeking change and innovation.

9.      Developing yourself and others.

 

Mobility\:  WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities, office or duty station of the Organization.  Accordingly, the selected candidate may be required to move from time to time to new functions and/or to another duty station.

 

Annual salary\:

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment.  The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances.  The figures quoted below are based on the May 2018 rate of 72.0%

 

P4
Annual salary	$70,647
Post adjustment	$50,866
Total Salary	$121,513
Currency USD

 

 

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

 

Additional Information

 

Initial period of two years, renewable, subject to satisfactory performance.  No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.

 

This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.

 

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

 

The Organization reserves the right to make an appointment at a grade lower than that advertised.

 

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By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

 

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.

 

Additional testing/interviewing may be used as a form of screening.  Initial appointment is subject to satisfactory professional references.

 

Additional background checks may be required.