Introduction

The position is located in the Support and Mail Services Unit (SUPPORT/MAIL) within the Department of Internal Services and Administration (INTSERV). INTSERV is responsible for a wide range of services regarding facilities and property management, environmental sustainability, occupational safety and health, security and safety, logistics and mail services, publishing and publication production management, diplomatic privileges, travel and transport and provision of other central services.  In addition to the service delivery at ILO headquarters, each unit provides expertise advice and guidance in their respective domain to ILO headquarters and the field.

The incumbent is responsible for the administration of activities relating to travel, transport, diplomatic privileges, insurance of property, assets and liability, mail services, airfreight management, as well as the management of the ILO car fleet and driver’s activities.

The incumbent of this position reports to the Director of INTSERV.

Description of Duties

1.    Plan and coordinate the work of the SUPPORT/MAIL unit. Implement the workplans, establish priorities, assign performance parameters and monitor progress against these parameters. Provide guidance, feedback and coaching to staff.

2.    Prepare Programme and Budget proposals for the work unit. Collaborate with the Director in the management of resources.

3.    Plan and oversee the development, administration and implementation of travel and transport services and the issuance of United Nations Laissez-Passers (eUNLP).

4.    Monitor the portfolio of contracts with travel agency, transport companies, brokers and insurance providers at ILO headquarters and develop a yearly business plan accordingly. Coordinate bidding processes for all travel, transport, insurance. Develop and implement joint action plans, analyse quarterly reports and evaluate for compliance and performance against benchmarks and agreed targets.

5.    Analyse the recommendations formulated by consultants on improvements to the current insurance practices on property, assets and liability (non-staff) at ILO headquarters and in field offices, and develop a new approach and the related procedures and guidelines.
6.    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.

7.    Draft and update 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.

8.    Keep abreast with latest developments in products and services and assess potential for technical innovations and integration of existing paper processes in the IWMS (Integrated Workplace Management System). Plan, implement and evaluate related changes in consultation with the Director.

9.    Prepare regular analytic reports for management on travel and transport patterns, insurance, mail activities and propose efficiency-enhancing measures aimed at optimizing the use of resources.

10.    Oversee and ensure efficient management of mail, pouch, air freight 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.

11.    Ensure efficient management of the official car fleet and management of drivers’ activities at ILO headquarters.

12.    Represent the ILO at inter-agency meetings and working groups. Exchange information on good practices and enhance collaboration at the common service system level.

13.    Perform other relevant duties as assigned.

Required qualifications

Education

Advanced university degree in business or public administration, finance, accounting, law, logistics or related field.   A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields or other relevant field with an additional two years of relevant experience, in addition to the experience stated below, will be accepted in lieu of an advanced university degree.

Experience

At least seven years of professional experience in administration, finance, support services, logistics management, travel or related field is required.

Experience applying travel policies as well as insurance management in an international organisation is desirable.

Languages

Excellent command of French or English and a working knowledge of the other.  Knowledge of Spanish would be an advantage.

Competencies

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.