Posted by UN Women is seeking a Travel and Event Support Consultant to provide travel management and event logistics assistance across its Eastern and Southern Africa Regional Office operations.
The consultancy is home-based, with the successful candidate required to work from the UN Women ESARO office in Nairobi, Kenya, when necessary. Occasional travel within the Eastern and Southern Africa region may also be required for capacity-building activities and user acceptance testing support.
The assignment involves coordinating travel arrangements, managing travel documentation, supporting regional meetings and workshops, maintaining travel records and assisting with payment-related processes.
The engagement is on an as-needed basis for a maximum of 120 working days during the contract period. UN Women does not guarantee a minimum number of working days.
This opportunity is intended for experienced professionals with a background in travel management, logistics, administration and international meeting coordination.
Job Overview
- Job Title: Travel and Event Support Consultant
- Organization: UN Women
- Location: Home-based, with work at the ESARO office in Nairobi, Kenya, when required
- Coverage: Eastern and Southern Africa Region
- Employment Arrangement: Consultancy, as-needed basis
- Maximum Engagement: 120 working days
- Salary: Not disclosed in the listing
- Experience: At least five years of relevant experience
- Education: Secondary education required
- Preferred Qualification: Bachelor’s degree in a relevant field
- Language: Fluency in English required
- Travel: Occasional regional travel may be required
About the Employer
UN Women is the United Nations entity dedicated to gender equality and the empowerment of women.
The organisation works to eliminate discrimination against women and girls while promoting equal opportunities and participation in development, human rights, humanitarian action, peace and security.
Its Eastern and Southern Africa Regional Office provides strategic direction, technical support and operational oversight to country offices throughout the region.
For this consultancy, UN Women is seeking support with travel arrangements, administrative processes and logistics for regional meetings, workshops and events.
Job Description
The Travel and Event Support Consultant will work under the direct supervision of the Regional Procurement Specialist.
The position involves coordinating travel services for UN Women staff, consultants and meeting participants while ensuring that arrangements comply with the organisation’s travel policies and financial regulations.
The consultant will also support event planning, participant travel, vendor coordination, documentation and payment processes.
An important part of the role involves maintaining accurate travel information, providing technical assistance to users of travel management systems and preparing reports for regional and corporate reporting purposes.
Key Responsibilities
Travel Management and Systems Support
- Coordinate travel arrangements for staff, consultants and meeting participants.
- Communicate with travel agents, obtain quotations and arrange ticket bookings.
- Review travel requests and claims to ensure that entitlements, itineraries and payable amounts are accurate.
- Support the approval process for travel-related purchase orders and invoices.
- Verify that required travel documents and security clearances are uploaded to the relevant systems.
- Work with regional teams and international clients on travel-related requirements.
- Provide technical assistance to users of the corporate Travel application.
- Maintain travel vendor profiles, requests, claims and records in Quantum ERP and other relevant systems.
- Prepare travel-related reports and data.
- Adapt travel documents, templates, instructions and guidance materials to regional requirements.
- Support user acceptance testing and quality assurance for travel-related systems.
- Develop technical guidance and training materials for system users.
Meeting and Event Logistics Support
- Facilitate visa request processes for event and meeting participants.
- Coordinate vendor registration and travel bookings through the contracted travel agent.
- Monitor the issuance of flight tickets and travel documents.
- Prepare Excel trackers and other requested travel records.
- Maintain and update travel filing systems.
- Coordinate airport-to-hotel transportation and other logistical arrangements.
- Collect information needed to process Daily Subsistence Allowance payments.
- Respond to questions from participants, speakers and other stakeholders.
- Participate in event planning meetings.
- Collect travel documents and receipts required to complete travel claims after events.
- Support cost-recovery letters and the reconciliation and closure of travel claims.
Qualifications and Requirements
Education
- Completion of secondary education is required.
- A Bachelor’s degree in Public Administration, Business Administration, Procurement or another relevant field is an asset.
Professional Experience
- At least five years of progressively responsible experience in travel management, logistics, administration or a related field.
- Experience organising meetings and conferences within international organisations.
- Strong knowledge of computer applications and office software, including Microsoft Office and Google Suite.
Additional Experience Considered Desirable
- Experience using web-based management systems.
- Experience with Enterprise Resource Planning systems or travel management modules.
- Knowledge of Quantum ERP or the United Nations travel module.
- Previous experience working within the United Nations system.
Functional Competencies
Applicants should demonstrate:
- Knowledge of travel procedures, administrative regulations and travel management systems.
- Ability to analyse situations and recommend appropriate actions.
- Strong administrative and transaction management skills.
- Ability to deliver quality work within deadlines.
- Capacity to manage confidential information and large workloads.
- Strong IT and web-based management skills.
- Good written and verbal communication abilities.
- Ability to work independently and under pressure.
- Effective stakeholder engagement and collaboration skills.
Core Values and Competencies
The organisation identifies integrity, professionalism and respect for diversity as its core values.
Other important competencies include accountability, effective communication, creative problem-solving, inclusive collaboration, stakeholder engagement and sensitivity regarding gender issues.
Language Requirements
- Fluency in English is required.
- Knowledge of another official United Nations language, including French, Arabic, Chinese, Russian or Spanish, is desirable.
Salary and Benefits
The job listing does not disclose a specific consultancy salary or fixed compensation amount.
The engagement is based on services delivered when required, with a maximum of 120 working days during the contract period. UN Women does not guarantee a minimum number of working days.
Occasional travel within the Eastern and Southern Africa region may be required. Such official travel will be paid separately in accordance with the UN Women Duty Travel Policy.
The consultant must submit timesheets and brief activity reports summarising completed work against the agreed scope.
Work Arrangement and Travel
The consultancy is primarily home-based.
However, the successful candidate must be available to work from the UN Women ESARO office in Nairobi when required.
Occasional regional travel may also be necessary for capacity-building activities or user acceptance testing support. The number of trips and destinations will depend on operational requirements.
Who Should Apply?
This opportunity is suitable for experienced travel coordinators, logistics professionals, administrative specialists and consultants who have worked with international organisations.
Candidates with at least five years of relevant experience, knowledge of travel management systems and experience organising international meetings and conferences may be particularly suitable.
Applicants should also have strong administrative, communication and IT skills, together with the ability to manage confidential records and coordinate multiple activities.
Frequently Asked Questions
1. Which organisation is recruiting for this consultancy?
UN Women is recruiting for the Travel and Event Support Consultant position.
2. Where is the position based?
The consultancy is home-based, with the consultant required to work from the ESARO office in Nairobi, Kenya, when necessary.
3. Is the position fully remote?
The arrangement is home-based, but attendance at the Nairobi office may be required. Occasional travel within the region may also be necessary.
4. How many years of experience are required?
At least five years of progressively responsible experience in travel management, logistics, administration or a related field is required.
5. What educational qualification is required?
Completion of secondary education is compulsory. A relevant Bachelor’s degree is an advantage.
6. Is English language proficiency required?
Yes. Fluency in English is required. Knowledge of another official UN language is desirable.
7. How long is the consultancy?
The consultant may be engaged for a maximum of 120 working days during the contract period. The organisation does not guarantee a minimum number of working days.
8. Is the salary disclosed?
No specific salary amount is provided in the job listing.
How to Apply
Interested candidates who meet the required qualifications and experience criteria should submit their application.
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