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

The Travel and Logistics Associate will provide essential support for the UNDP Rule of Law Programme in Pakistan, focusing on travel, mission, event logistics, and related administrative tasks. This role ensures timely and efficient arrangements for official travel, field missions, trainings, workshops, consultations, and conferences. Working closely with programme personnel, operations teams, institutional partners, and service providers, the Associate will facilitate travel planning, documentation, claims processing, participant coordination, and logistical support to contribute to smooth programme implementation. The position is based in Islamabad with travel to project sites in Khyber Pakhtunkhwa, Balochistan, and other locations as required.

Key Responsibilities

Coordinate travel and mission arrangements: Manage official travel for programme staff, consultants, and authorized travelers in compliance with UNDP policies. Prepare and process travel requests, itineraries, tickets, accommodation, and related documentation. Liaise with travel service providers and UNDP units to secure timely travel arrangements. Support security-related travel coordination and maintain an updated travel calendar. Provide travelers with necessary logistical information and assist in resolving travel issues.

Support travel claims, documentation, and financial follow-up: Assist travelers in completing post-travel documentation and claims, ensuring accuracy before processing. Maintain organized records of travel authorizations, tickets, boarding passes, and claims. Collaborate with finance colleagues on budgets, advances, reconciliations, and financial matters related to travel. Track outstanding documentation and support timely closure of travel actions. Provide periodic travel status and cost reports for programme monitoring.

Coordinate logistics for programme events and activities: Organize logistical arrangements for workshops, trainings, consultations, conferences, and meetings. Arrange venues, accommodation, transportation, interpretation, audiovisual equipment, catering, and other services in line with procedures. Support participant registration, attendance tracking, and logistical communications. Liaise with vendors to ensure service delivery and provide on-site support during events and missions.

Provide logistical and administrative support to programme implementation: Support arrangements for meetings, field visits, delegations, and official visits, including schedules, transportation, and accommodation. Coordinate vehicle and transportation needs with UNDP service providers. Manage receipt, dispatch, and movement of programme materials. Maintain logistical records, contact lists, and administrative documentation. Assist team members with routine coordination and contingency planning for missions and events.

Ensure compliance, coordination, service quality, and records management: Process travel and logistics in accordance with UNDP policies and approved budgets. Coordinate with relevant teams to ensure timely completion of travel and logistics tasks. Provide specifications for procurement when required. Monitor service quality and escalate issues as needed. Contribute to programme reporting and stay updated on procedural changes.

Support knowledge building and capacity development: Participate in training and briefings on internal procedures. Assist in designing and delivering capacity-building tools and materials. Facilitate dissemination of lessons learned and best practices. Contribute to knowledge networks and support systematization and distribution 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 an advantage 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, programme administration, or related areas.

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

Preferred Qualifications and Benefits

Experience maintaining travel, mission, participant, or logistics records and trackers. Familiarity with coordinating travel agencies, hotels, transport providers, and venues. Knowledge of travel claims, advances, reconciliations, and financial documentation. Ability to manage travel and logistics for multi-location programme activities. Experience working within organizational travel, administrative, and financial procedures. Capability to coordinate travel and logistics in complex or security-sensitive environments. Familiarity with enterprise resource planning or travel-management systems, preferably UNDP Quantum. Prior experience with UNDP, UN agencies, or international development organizations is desirable. Relevant certifications or specialized training in travel management, logistics, administration, or event management will be an asset.

UNDP is an equal opportunity employer committed to diversity and inclusion. The organization maintains a strict policy against harassment, exploitation, and abuse of authority. Selected candidates are expected to uphold these standards. Multiple candidates may be selected from this vacancy, and applications may be retained for consideration for similar roles. Applicants are encouraged to use AI responsibly in the recruitment process.