Project Travel and Logistics Associate (Open to internal and external applicants)

The UNDP Rule of Law Programme in Pakistan seeks a Travel and Logistics Associate to provide essential travel, mission, event logistics, and administrative support. This role supports programme activities across Khyber Pakhtunkhwa, Balochistan, and Islamabad Capital Territory, ensuring efficient and timely arrangements in line with UNDP policies. The Associate will work closely with programme teams, service providers, and administrative units to facilitate official travel, coordinate events, manage documentation, and maintain accurate records. This position plays a vital role in enabling smooth programme implementation and enhancing the delivery of justice and security services, particularly for women and marginalized groups.

Key Responsibilities

Coordinate travel and mission arrangements: Manage official travel bookings for personnel, consultants, and authorized travelers, including itineraries, tickets, accommodation, and travel documentation. Liaise with travel service providers and UNDP units to ensure timely issuance and amendments. Support security-related travel requirements and maintain an updated travel calendar, providing travelers with necessary information and resolving issues during missions.

Support travel claims, documentation, and financial follow-up: Assist travelers with post-travel documentation and claims, ensuring completeness before processing. Maintain organized records of travel authorizations, tickets, boarding passes, and claims. Coordinate with finance teams on budgets, advances, reconciliations, and follow up on outstanding documentation to ensure timely closure of travel actions. Provide regular updates on travel status and costs for programme monitoring.

Coordinate logistics for programme events and activities: Arrange venues, accommodation, transportation, interpretation, audiovisual equipment, catering, and other logistical services for workshops, trainings, conferences, and meetings. Manage participant registration, attendance, and communications. Liaise with vendors to ensure timely delivery of services and provide on-site support during events and missions.

Provide logistical and administrative support to programme implementation: Organize schedules, transportation, and accommodation for meetings, field visits, and official delegations. Coordinate vehicle and transport needs with UNDP service providers. Support receipt and dispatch of programme materials and maintain logistical records and contact lists. Assist with contingency planning for missions and events, especially in challenging operational or security environments.

Ensure compliance, coordination, service quality, and effective records management: Process travel and logistics in accordance with UNDP policies and budgets. Collaborate with team members and administrative units to ensure proper sequencing and documentation. Monitor service quality, flag issues, and contribute to programme reports and updates. Stay informed on relevant procedural changes and support their application.

Support knowledge building and capacity development: Participate in training and briefings on internal procedures. Assist in designing and delivering tools and materials for workshops. Facilitate sharing of data, lessons learned, and best practices within the country office and region. Contribute to knowledge networks and support the compilation and dissemination of project knowledge and tools.

Required Qualifications

Education: Secondary education is required. A Bachelor’s degree in Business Administration, Public Administration, Management, Logistics, Travel and Tourism, Social Sciences, or related fields is desirable but not mandatory.

Work Experience: Minimum of 7 years of relevant experience with secondary education, or 4 years with a Bachelor’s degree, in travel administration, logistics, event support, or programme administration.

Skills: Proven experience coordinating official travel, including itineraries, tickets, accommodation, and travel claims. Strong logistical support skills for workshops, trainings, conferences, and field missions. Proficient in computer applications, including MS Word, Excel, and web-based management systems, with advanced spreadsheet and database knowledge.

Preferred Qualifications and Benefits

Experience maintaining travel and logistics records, coordinating with travel agencies, hotels, and transport providers. Familiarity with travel claims, advances, reconciliations, and financial documentation. Ability to manage participant travel for large or multi-location programmes. Experience working within organizational travel and financial procedures, especially in complex or security-sensitive environments. Knowledge of enterprise resource planning or travel management systems, such as UNDP Quantum, is advantageous. Prior experience with UNDP, UN agencies, or international development organizations is preferred.

Languages: Fluency in English and Urdu is required.

Certifications: Relevant certifications or specialized training in travel management, logistics, administration, or event management are an asset.

UNDP is an equal opportunity employer committed to diversity and inclusion. All candidates are expected to adhere to UNDP’s standards against harassment, exploitation, and abuse of authority. Multiple candidates may be selected from this vacancy. Applicants are encouraged to use AI responsibly during the recruitment process. UNDP does not charge any fees at any stage of recruitment.