Travel Coordinator for Global Workshops & Conferences

United Nations University; Helsinki; On-site; EUR 36,000 - 47,000; Full time

Job summary

UNU-WIDER in Helsinki invites a proactive travel administrator to support the work programme by organizing travels for workshops, events and conferences. You will ensure compliance with travel guidelines, coordinate air, hotel, visas, and related arrangements with our travel agent, and process travel authorizations and related ERP payments.

The role requires strong MS Office skills, familiarity with ERP systems (Oracle/PeopleSoft), and excellent English communication in a multicultural setting

Qualifications

• Bachelor’s degree in Hospitality, Tourism and Experience Management with 2+ years of relevant work experience.
• Secondary school diploma with 5+ years of relevant work experience preferably in an international organization.
• Proficient in MS Office (Excel & Word).
• Experience with ERP systems (Oracle/PeopleSoft) is an advantage.
• Knowledge of UN systems is an advantage.
• Excellent written and spoken English; Finnish a plus.
• Diplomacy, attention to detail, and ability to work under pressure and tight timelines.

Responsibilities

• Support travel management processes and ensure all travel is expeditiously processed and compliant with guidelines.
• Develop and implement the travel and expense workflow.
• Coordinate with contracted travel agent for air tickets, hotel reservations, visas and related arrangements.
• Process travel authorizations and ERP-related payments and invoices.
• Coordinate with embassies to assist travellers obtain visas.
• Provide training in travel processes to travellers.
• Assist in development of requirements/terms of reference for travel-related bids; participate in bidding processes with Procurement Team.
• Communicate with Project and Travel Assistants’ network on policy changes and procedures.
• Perform other duties as requested by the supervisor.

Skills

MS Office

Fluent English

Communication skills

Diplomacy and cross-cultural teamwork

Education

Bachelor’s degree in Hospitality, Tourism and Experience Management

Secondary school diploma with relevant experience

Tools

Oracle/PeopleSoft ERP

Job description

UNU-WIDER in Helsinki invites a proactive travel administrator to support the work programme by organizing travels for workshops, events and conferences. You will ensure compliance with travel guidelines, coordinate air, hotel, visas, and related arrangements with our travel agent, and process travel authorizations and related ERP payments.

The role requires strong MS Office skills, familiarity with ERP systems (Oracle/PeopleSoft), and excellent English communication in a multicultural setting