The following are eligible to apply:
– ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
– External candidates.
Staff members with at least five years of continuous service with the Office are encouraged to apply and will be given special consideration at the screening and evaluation stage.
Applications from officials who have reached, or will reach their age of retirement as defined in Article 11.3 of the Staff Regulations on or before 31 December 2017, or who have already separated from ILO service upon retirement or early retirement, will not be considered.
In accordance with the Staff Regulations and letters of appointment, successful candidates for positions in the Professional category would be expected to take up different assignments (field and Headquarters) during their career, the desirable length of an assignment in any specific position being two to five years, following which the incumbent should be willing to move to another assignment and/or duty station.
Within the context of the Office’s renewed efforts to promote mobility, staff members seeking mobility are encouraged to apply to vacancies. Mobility will be given special consideration at the screening and evaluation stages.
The ILO values diversity among its staff. We welcome applicants from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to email@example.com.
Applications from qualified candidates from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future, would be particularly welcome. A list of these countries is in Appendix I.
Successful completion of the Assessment Centre is required for all external candidates.
Conditions of employment are described in Appendix II.
The position is located in the Department of Internal Services and Administration (INTSERV), under the Management and Reform (MR) portfolio. INTSERV is responsible for the general management of facilities, property and inventory; safety and security; printing, publishing and distribution; diplomatic privileges; travel and transport, use of public spaces and general internal services.
The incumbent of this position will be responsible for the administration of activities relating to travel, transport, diplomatic privileges, mailing, pouch, airfreight management, internal and external correspondence distribution, as well as the management of the ILO car fleet and drivers’ activities and the monitoring of insurance and HQ catering services.
The incumbent will report to the Director of INTSERV.
Description of Duties
1.Plan and oversee the development, administration and implementation of travel and transport services.
2.Monitor the portfolio of contracts with travel agency, transport companies, insurers and catering service providers at HQ and develop a yearly business plan accordingly. Coordinate bidding process for all travel, transport, insurance and catering-related services. Develop and implement joint action plans, analyse quarterly reports and evaluate for compliance and performance against benchmarks and agreed targets.
3.Provide expert advice and guidance to headquarters and field offices on travel, transport, insurance policies, United Nations Laissez-Passers (eUNLP) matters as well as related procedures, supporting tools and local contractual arrangements. Assist departments in reviewing and resolving travel agency-related matters.
4.Draft and provide inputs to Office procedures and guidelines as required. Supervise the effective processing of entitlements, in accordance with applicable rules and procedures. Ensure strict adherence to rules and practices on the issuance and restitution of eUNLPs in accordance with United Nations guidelines and provide advice on sensitive cases.
5.Keep abreast of latest developments in products and services in the travel and freight industry and assess potential for technical innovations in the field of travel in the ILO. Plan, implement and evaluate related changes in consultation with the Director.
6.Prepare regular analytic reports for management on travel and transport patterns, insurance and catering data and propose efficiency-enhancing measures aimed at optimizing the use of resources.
7.Oversee and ensure efficient management of mail, pouch, air freight and internal messenger services and proper treatment of sensitive goods and correspondence in accordance with internal and external rules and regulations. Maintain the commercial relationship with suppliers, particularly companies providing international courier parcel and express mail services and the Swiss Post. Ensure strict observance of IATA certification requirements for expedition of dangerous goods.
8.Ensure efficient management of the official car fleet and management of drivers’ activities.
9.Represent the ILO at inter-agency meetings as well as on missions. Exchange information on best practices, and enhance collaboration at the common service system level.
10.Perform other relevant duties as assigned
These specific duties are aligned with the ILO relevant generic job description, which includes the following generic duties:
1.Responsible for managing a specialised work programme.
2. Analyse work procedures and methods and adapt them to present circumstances and situations. Keep up-to-date with technological or other advances in the occupational field.
3. Ensure delivery of the work programme in compliance with Office rules and procedures.
4. Develop guidelines on work methods and procedures for the work unit and control the quality of outputs.
5.Represent the work unit in technical, administrative and decision-making meetings.
6. Prepare Programme and Budget proposals for the work unit. Collaborate directly with the supervisor in the management of resources.
7. Manage staff. Plan and determine staffing measures, including replacements, external recruitment and outsourcing of work within budgetary limits in accordance with Office rules and procedures.
8. Prepare periodic briefs and reports on the work unit’s outputs and activities.
Advanced university degree in business administration, logistics, public administration or related field.
At least seven years of professional experience in one or more of the areas covered by this position of which at least five years must be in the area of managing travel in an international environment.
Excellent command of one working language of the Organization (English, French, Spanish), and good knowledge of another one (one of which shall be English).
In addition to the ILO core competencies, this position requires:
Excellent knowledge of financial rules and regulations. Sound knowledge of the office’s policies, administrative procedures and practices. Knowledge of UN procurement processes. Ability to research and interpret various guidelines and policies for application to address difficult administrative related issues. Decision making and problem solving skills. Excellent drafting skills. Good communication and presentation skills. Negotiation skills. Computer applications skills. Organisational and management skills. Demonstrated ability to develop, implement, monitor and evaluate activities of the work unit/programme. Tact and persuasiveness in dealing with people. Good knowledge of the broad range of technical subject areas dealt with by the work unit/programme. Demonstrated ability to effectively monitor work programme and resources. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place between November 2017 and March 2018. Candidates are requested to ensure their availability should they be short listed for further consideration.
|Closing date:||November 20, 2017|