UNDP EU Travel and Logistics Associate || Apply Now |

Under the overall supervision of the Project Operations Manager, the Travel and Logistics Associate (EU) is expected to achieve the deliverables, working in close collaboration with the team members in projects. S/he will be responsible for ensuring effective implementation of the Project’s interventions under the respective Funding Windows.

Duties and Responsibilities of Travel and Logistics

1. Planning and implementation of operational strategies, focusing on achievement of the 
following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and
  strategies and elaboration of the internal standard operating procedures (SOPs);
• Prepare routine correspondence, memoranda and reports in accordance with Country Office
  Standard Operating Procedures (SOP).

• Organizes workshops, conferences, retreats and formulate budget for the related events;
• Select, and negotiate with vendors, maintain quality and economy;
• Maintaining of events pictures in an organized chronological archive on a shared drive to be
  made available upon request use in the project reports;
• Maintenance of data integrity, analysis of results and initiation of corrective action when
  necessary;
• Proper control of supporting documents of funds and activities. Provision of the information for
  the audit;
• Receive and vet invoices from the suppliers and initiate payment requests. Ensure that
  substantial support is provided to the project workshops and trainings and other related events
  with particular focus to stigma and discrimination component of the DHL project;
• Organization of trainings, synthesis of lessons learned/best practices and sound contributions to
  UNDP knowledge networks and communities of practice;
• Make hotel reservations for visiting officials.  Arrange for airport pick-up of high-level officials
  and provide support including immigration procedures, as necessary;
• Process requisitions, claims, and invoices for travel (tickets and DSA) in ERP/UNALL. Ensure
  availability of budget according to PTAEO.

3. Travel planning and ensure control of the project budgets, focusing on achievement of the
following results:

• Preparation of travel plans in line with project operational budget;
• Monitoring and closing the travel requests in a timely manner on CO ERP portal (quantum) in accordance with UNDP rules and regulations;
• Consolidation of travel reports (BTOR) on shared drive;
• Preparation and monitoring of project annual/quarterly travel plans;
• Presentation of travel information for audit;
• Coordination with vendors for timely submission of invoices/deliverable;
• Keep track of travel actions and align these with AWP travel budget;
• Establish and maintain strategic partnerships with Government stakeholders, and local partners by extending timely coordinated support for travel;
• Provide information to staff on travel including entitlements, travel route and hotel arrangements. Process travel requisition and claims in line with travel entitlements for staff, consultants, UN and visitors ensuring that the travel arrangement follow the UN rules of most direct route and competitive prices;
• Process requests for visas for project travelers, and requests for and Diplomatic Identification
  Cards for international staff.

4. Knowledge building and knowledge sharing, focusing on achievement of the following
results:

• Organize training for the operations/projects staff;
• Sound contributions to knowledge networks and communities of practice;
• Attend National and International trainings/workshops on capacity building relevant to project
  objective at large.

5. Perform other activities:

• Assist in inventory management of both expendable and non-expendable project items;
• Undertake other activities reasonably requested by the consultants, UNDP, and other
  stakeholders for the successful accomplishment of the immediate objectives;
• The incumbent performs other duties within their functional profile as deemed necessary for the
  efficient functioning of the Office and the Organization.

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• Fluency in English and Urdu language is required.

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