Travel, Events & Administration Manager

The Centre for Humanitarian Dialogue (HD) is a private diplomacy organisation founded on the

principles of humanity, neutrality, impartiality and independence. Its mission is to help prevent,

mitigate, and resolve armed conflict through dialogue and mediation. Headquartered in Geneva and with several field offices, HD operates in more than 20 countries with more than 350 colleagues.

To support the development of our operations in the MENA Region and the development of our

GLOBAL policies and practices, we are hiring a:

Travel, Events & Administration Manager

Location: Geneva

Starting date: June-July 2024

Overall purpose of the position

The Travel/Events and Administrative Manager provides leadership, guidance, and support for the

development and implementation of effective events management and operations for MENA

department. S/he provides leadership, technical support and capacity building to logistics staff, based in Geneva and in the field.

In addition, s/he provides leadership, guidance and support for the development and implementation

of effective global policies, processes and tools for HD travel, travel-related and logistics operations.

Reporting jointly to the MENA Deputy Director and Finance Director, the main responsibilities are:

MENA Travel management:

• Supervise the overall logistic organisation of MENA events, from the initial planning to

budget monitoring, to day-to-day management and post event evaluation.

• Supervise the MENA global Travel Record (TR) and monitor it through random controls.
• Review and consolidate records of logistics activities in the region.
• Prepare MENA yearly travel statistics.

MENA Staff Management and GOBAL functional support:

• Manage the MENA events/logistics/administrative staff in Geneva and ensure their training

and supervision, including recruitment, induction, objectives, motivation, mentoring, leave

management, and in close collaboration with the Programme Managers, their performance

evaluation.

• Provide functional support to the MENA events/logistics based colleagues in the field.
• Regularly visit field locations and provide logistics staff with onsite support.
• Identify and build productive relationships with events/logistics/administrative colleagues

from other regions/departments to support an integrated approach to logistics within HD.

• Participate in regular progress meetings with events/logistics/administrative staff globally.

Procurement MENA:

• Develop and maintain corporate agreements with suppliers and service providers: travel

agencies, hotels, transport companies, interpreters, etc. When required, identify new

partners through a call for tender.

• Ensure that logistic staff in the field maintain an effective network of suppliers.
• In coordination with logistic staff in the field, negotiate rates, and define contracts and

agreements with external providers.

• Monitor and evaluate the performance of logistics service providers in the region.
• Implement procurement procedures for office items/goods and ensure compliance with

donor procurement policies and regulations.

• Make sure the procurement policy is applied internally by Logistics/Admin colleagues and

thresholds respected.

• Monitor and update the list of Purchase Orders (POs) issued in Geneva and coordinate with

field offices for locally issued POs.

• In close coordination with field offices, consolidate once a year inventory levels.

Procurement GLOBAL:

• In coordination with other logistic staff, develop and maintain corporate agreements with

suppliers and service providers at the global level, negotiate prices and conditions.

• When required, identify new partners through a call for tender.
• Review the Meeting Form (MF) process.

MENA Financial Management Responsibilities:

• Establish funding requirements for events/logistics purposes within MENA in close

coordination with the Finance Manager.

• Provide financial information on all travel-related expenses.
• Consolidate regional travel related invoices (Airplus, travel insurances).
• Review travel related invoices and approve those when necessary according to the
• Delegation of Authority.
• Manage access to Airplus portal and use of AIDA cards.
• Meetings: carry out regular controls on costs.

Global policy, processes and tools:

• Lead logistics / administrative policies’ improvement initiatives arising from capability

assessment study ensuring compliance with donors’ and legal requirements.

• Participate in the ongoing review of internal processes and procedures to increase the dayto-

day efficiencies of logistics operations, notably:

– Streamline travel and expenses management related policies and processes, revise roles

and responsibilities, introduce a single service provider, gain cost efficiencies, and build

an integrated /automated tool

– Simplify and standardize policies and processes, related to Global travel services,

develop and implement an online booking tool; develop and deploy a global solution,

integrated with Business Central

• Support and suggest development of new tools for travel, expense claim management and

improvement of the current Travel Authorization (TA) application in coordination with the

Finance and Digitalisation teams.

Qualifications

• Bachelor’s degree in Travel and Events management, Tourism, Hospitality Management or

related field.

• At least 7 years of experience in Events/Administration management with a focus on travel

policies, staff management, capacity building and corporate agreements.

• Proven experience in developing and implementing logistics policies and procedures.
• Knowledge of donor procurement guidelines and procedures.
• Excellent negotiation, communication and interpersonal skills.
• Strong leadership and management skills.
• Ability to work independently and as part of a team.
• Willingness to travel within MENA region.
• Fluent in writing and speaking in English and French. Knowledge of Arabic is an advantage.

Interpersonal skills needed for the position:

• High flexibility
• Excellent attention to details
• Strong management experience with multicultural teams.
• Coordination skills
• Team spirit

To apply, please send your CV and a motivation letter in a single PDF file to [email protected] by 12 May 2024. Please include “Travel Events Administration Manager” in the subject line of your email.

HD promotes equal opportunities in employment. For more information, please visit:

www.hdcentre.org.