Overview
The Associate Logistics Officer (Travel and Transport) will supervise travel and transport teams, assess workflows, and coordinate system-related requirements. The role aims to improve practices and ensure timely and effective resolution of issues.
Key Responsibilities
- Supervise the work of the Travel and Transport teams, planning and reviewing tasks, establishing priorities, and ensuring that service standards and security protocols are met.
- Assess day-to-day workflows across travel, protocol and transport operations and services, improving practices, strengthening adherence to KPIs and ensuring timely and effective resolution of issues involving staff, elected officials, and external authorities in consultation with Head of LTTU.
- Coordinate system-related requirements impacting travel and transport operations. Contribute to development, testing and implementation of ERP (SAP) and EDMS solutions. Provide operational inputs for process automation, reporting and data accuracy.
- Lead procurement activities, defining scope of work for Travel and Transport related tenders and negotiating competitive fares with different airlines, hotels and service providers for transport services.
- Develop, maintain and improve Travel and Transportation KPIs.
- Liaise with relevant stakeholders, including client front offices, the Security and Safety Section, the Dutch Ministry of Foreign Affairs, and police forces to ensure adequate security measures, efficient processing of travel and transport requests, and optimal service delivery.
- Assist in developing standards operating procedures, guidelines, working methods and management oversight for travel planning, Court’s overall fleet coordination (HQ; country offices), and dispatcher functions, ensuring accurate application of policies, economical fare selection, and compliance with designated protocols.
- Supervise the application and issuance of United Nations Laissez Passers (UNLPs) and Diplomatic Identification Cards of the Ministry of Foreign Affairs (MFA ID cards).
- Monitor, review and verify invoices and vendor performance for both travel and transport services.
- Assist the Head of the Unit in estimating the future operational costs to support accurate budget submissions and recommend timely actions or adjustments when required.
- Support Human Resource related functions, including, orientation for new staff members. Assist in performance appraisals, interviewing and recommending candidates for recruitment, ensuring a motivated, client-friendly and service-oriented team.
- Providing operational support when urgent or additional manpower is required.
- Be accountable for the Travel petty cash
Required Experience
A minimum of two (2) years (four years with a first-level university degree) of progressively responsible experience in travel administration or close directly related area is required. Knowledge on flight reservation systems, such as the “Galileo System” is required. Working experience with ERP systems, preferably SAP, is required. Demonstrated professional experience in supervision of a team. Professional experience in transport and fleet management would be considered an asset. Professional experience in an international organisation within the UN common system or similar organisations would be considered an asset. Accounting knowledge would be considered an asset.
Qualifications
Advanced university degree in business administration, international business (global travel operations), logistics operations or supply chain management. A first-level university degree in combination with two additional years of qualifying experience is accepted in lieu of the advanced university degree.
