Travel and Events Administrator
Jul 06 2022
Grade: 2 (The position is graded in accordance with the CGIAR System Organization staff salary and grading structure, under which jobs may be graded between grades 1 to 9, with grade 9 being the highest).
Location: Montpellier, France. This position is only open to candidates who have the right to work and live in France.
Closing Date for Applications: 1 August 2022 at 09h00 CEST
About CGIAR
CGIAR is a global research partnership for a food-secure future. CGIAR science is dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services. Its research is conducted in close collaboration with hundreds of partners, including national and regional research institutes, civil society organizations, academia, development organizations, and the private sector.
About the CGIAR System Organization
Established in 2012, the CGIAR System Organization (“System Organization”) provides governance to the CGIAR System in collaboration with the System Council and has about 60 staff. The System Organization is committed to cultivating a work environment that reflects teamwork, gender equality, and respect for diversity.
It is a truly exciting time to be joining the System Organization as CGIAR undertakes a transformation into a more integrated “One CGIAR” that will allow us to achieve a more significant impact with our research. One CGIAR is a dynamic reformulation of CGIAR’s partnerships, knowledge, assets, and global presence in key areas where innovation is needed to deliver on the Sustainable Development Goals by 2030. It focuses on collaborating more closely to enable us to deploy scientific innovations faster, on a larger scale, and at a reduced cost to have a more significant impact where they are most needed. The transition to One CGIAR will have profound implications on how CGIAR and its constituent parts are structured and operate: with unified governance, an integrated structure, a new research modality, and more pooled funding, One CGIAR will be better positioned to achieve its mission.
Please find more information about CGIAR at www.cgiar.org and about One CGIAR here.
Job Summary
The role is the focal point for coordinating travel-related processes, procedures, and services. It supports the logistics of events at the CGIAR System Organization building or in other locations in Montpellier.
Coordinate the provision of seamless travel services across multiple teams, consistent with applicable travel policies, procedures, and systems
Provide logistical support for organizing and delivering on-site meetings and other events.
This position requires a highly organized administrator with the ability to work in a fast-paced environment. Attention to detail, a high degree of professionalism, and strong customer service orientation are essential for effective performance in the role, consistent with the standards and practices of the CGIAR System Organization.
Duties and Responsibilities
Coordinate the planning, authorization, and booking of cost-effective travel reservations, ensure the timely issuing of tickets, and facilitate the efficient processing of travel requests and travel-related expense claims, using internal systems consistent with applicable policies and procedures.
Advise travelers (or the relevant Executive Assistant) on optimum travel options, possible travel restrictions, visas, and other requirements, in liaison with travelers (or the relevant Executive Assistant) to ensure that event registrations, hotel reservations, and other logistical services are effectively managed.
Serve as a general resource and point of contact for travel-related issues; assist employees with travel-related issues or concerns.
Act as the Focal Point with external service providers, regularly monitor their service delivery to ensure it is in accordance with established service level agreement; identify gaps and opportunities and make recommendations for improvements that ensure travel service needs are met in a timely and cost-effective manner.
Facilitate the implementation of and compliance with travel policies and procedures, identify issues and bottlenecks, and contribute to developing and updating relevant policies, procedures, and guidelines.
Enroll travelers in the appropriate traveler security training courses and monitor the completion of relevant training in liaison with HR to ensure compliance with System Organization processes and travel insurance plans.
Regularly monitor the effectiveness of travel booking and expense management tools, processes, and systems, supporting users and travelers to resolve technical or logistical issues as needed, and recommending system enhancements for cost-effectiveness and operational efficiency.
Maintain travel tracking systems and create and update appropriate, relevant databases, contact lists, and resource libraries to ensure data accuracy and integrity for reporting travel activities, challenges, and risks.
Assist with coordinating all logistical arrangements of meetings and other events at the System Organization Building or other locations in Montpellier, including liaising with organizers, participants, service providers, and relevant System Organization functions to ensure seamless delivery of services.
Provide support to the Office Services Coordinator and backup during their absence
Foster and contribute to highly collaborative teamwork and communication within the team and across the System Management Office, participating in knowledge and capacity-building initiatives to support the delivery of the CGIAR business plan(s).
Perform other relevant tasks as assigned by the supervisor to advance the delivery of office services, consistent with the scope of the role.
A higher education qualification (diploma, advanced diploma, or equivalent certification) from an accredited academic institution in office administration, travel, logistics, or another related field)
Experience in a similar role. Experience in an international and multicultural working environment is an advantage.
Knowledge of travel-related practices and procedures and events logistics
Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite (including Word, PowerPoint, Excel, and SharePoint), as well as experience in using ERP systems (e.g., Oracle, Peoplesoft, Agresso, Office)
A proven ability to work effectively with a broad range of stakeholders and partners with different cultural and educational backgrounds and levels of seniority.
Demonstrated cultural sensitivity, discretion, and tact.
Strong customer orientation and problem-solving skills
Demonstrable ability to uphold the highest ethical and professional standards
Excellent written and oral communication skills in English and working knowledge of French
The CGIAR System Organization is an equal opportunity employer and offers competitive compensation with favorable taxation arrangements in France and, subject to eligibility, comprehensive employee benefits comprising extensive insurance coverage, a retirement plan, an education grant, and relocation support at the start of the appointment and upon conclusion of appointment for staff members and eligible dependents. All benefits are denominated and paid in Euros.
System Organization appointments are typically for a fixed term of three years, with a possibility of renewal subject to the organization’s operational needs and funding. •
Submitting Your Application •
All applications must be submitted online by clicking the ‘Apply’ button below. Please ensure that your resume and cover letter are in English and do not contain your marital status, age, or photograph. Documents provided in a language other than English will not be considered.
If you require assistance or face challenges in submitting your application, please email SMO-HR@cgiar.org with the position title in the subject line. Please note we will not accept applications through this email.
CGIAR is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational, multi-disciplinary, collegial working environment with a competitive salary, excellent benefits, and flexible working arrangements. We consciously create an inclusive organization that reflects our global character and commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities. If you require accommodation due to a disability, please email your request to SMO-HR@cgiar.org and include “Diversity and Inclusion Accommodation” in the subject line. •
All received applications will be acknowledged; however, only shortlisted applicants will be contacted.
