Travel and Events Officer/ Фахівець (-чиня) з організації подорожей та заходів

Background:

Since 2016, the Global Communities organization has been implementing the DOBRE Program in Ukraine (“Decentralization Offering better results and efficiency”, “DOBRE”), financed by the United States Agency for International Development (USAID). This program is designed to help TC leaders effectively manage resources, improve the quality of public services, and expand citizen participation in solving issues of local importance. During 2023-2025, DOBRE will continue to provide comprehensive assistance in support of local self-government to deepen democracy, improve conditions for the development of TC and promote stability in Ukraine. Over the next two years, DOBRE will provide direct technical support to 60 territorial partner communities in Dnipropetrovsk, Zaporizhzhia, Ivano-Frankivsk, Kirovohrad, Mykolaiv, Ternopil, Kharkiv, Kherson, Chernihiv, and Chernivtsi regions.

Global Communities is implementing the Community-Led Emergency Action and Response (CLEAR) program with support from the United States Agency for International Development’s Bureau for Humanitarian Assistance (USAID/BHA) to respond to humanitarian needs in Ukraine. The program is designed with the goal of saving lives, reducing suffering, and addressing needs while supporting communities to lead their own response.

Job summary:

The Travel & Events Officer will be placed within the Operations department and reports to the Travel & Events Coordinator. He/she will work closely with vendors, technical team and Regional Managers to support the preparation and implementation of travel and events according to donor and Global Communities rules and regulations.

The Travel & Events Officer will support the T&E Coordinator in logistical planning, procurement, and administrative oversight of GC donor funded events, including local and international study tours, seminars, conferences, workshops, and other activities.

The Travel & Events Officer will support the T&E Coordinator for all Global Communities travel arrangements such as booking flights, tickets, hotel accommodations, transportation etc. for all GC business trips domestically and internationally.

Responsibilities:

• Work closely with technical staff to ensure proper preparation for the event;
• Assist technical team with the preparation of Event Management Requisitions (EMRs), Requests for Proposal and coordinate their timely execution;
• Coordinate vendors and all event logistics;
• Liaise with vendors to ensure the event is run smoothly and step up to resolve any problems that might occur;
• Help to process all travel arrangements for GC employees such as flight bookings, train tickets, hotel accommodations, transport etc. as per GC policies;
• Collect and review invoices, acts of acceptances and other relevant documents from the vendors;
• Work closely with finance team to ensure timely payment for delivered travel and events;
• Prepare Payment Request forms and Payment Orders to ensure payments compliant with Global Communities internal policies and donor regulations;
• Work with relevant team members to ensure adequate documentation is secured such as trainings, workshops, local and international study tours, work planning sessions, and other meetings involving project staff and other stakeholders;
• Perform other duties as requested by the Supervisor.

Knowledge, skills and abilities:

• Bachelor’s degree in event management, project management or related field;
• Proven experience as event manager to support donor-funded activities;
• Skilled in project management;
• Outstanding communication and negotiation skills required;
• Demonstrated customer-service orientation;
• Initiative, problem-solving;
• Multi-tasking, ability to set priorities;
• Team player;
• Ability to speak, read and write in English.

Global Communities is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment, without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability.

Global Communities is committed to ensuring a safe and respectful environment for all staff, representatives, partners, participants, and anyone with whom Global Communities interacts worldwide, especially children and adults at risk. All Global Communities staff and representatives are explicitly prohibited from engaging in any activity that may result in any kind of breach of our safeguarding policies. In addition, it is Global Communities’ policy that it is the responsibility of anyone engaged with Global Communities to proactively build a safe and supportive environment in our work. All our staff and representatives are expected to conduct themselves in a manner consistent with this commitment and obligation.

UkraineHR@globalcommunities.org