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

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Office/Unit/Project Description 

UNDP’s Rule of Law Programme in Pakistan is working to strengthen the rule of law and to ensure equal access to justice and security services, particularly for women and marginalized groups across Pakistan in Khyber Pakhtunkhwa (KP) including the merged districts (MDs), Balochistan, and Islamabad Capital Territory (ICT). In close collaboration with a range of government, rule of law and justice sector institutions, the overall Programme aims to enhance and sustain peace and stability for the longer-term in Pakistan.

The Programme activities and interventions therefore directly correspond with the government of Pakistan’s strategies and commitments to rule of law and justice reforms, as well as improving the efficiency and effectiveness of institutions to deliver accountable and affordable security and justice services to the public.

The Rule of Law Programme implementation is guided by the following four strategic objectives:

• Policy, legal and regulatory frameworks strengthened to warrant people-centered, equitable, timely, affordable justice and security delivery to all people with an emphasis on women, marginalized and vulnerable groups, and digital technologies.
• Capacity of justice and security stakeholders (duty bearers) enhanced to deliver inclusive, timely, and accessible services to all people with an emphasis on women and digital technologies.
• Capacity of women, and the most vulnerable and marginalized (rights holders) strengthened to access referral pathways to justice and security.
• Justice and security sector institutional facilities enhanced to deliver inclusive, timely, and accessible justice and security services, through women friendly and gender-responsive infrastructure development support with an emphasis on flood resilience and green energy.

Against this backdrop, UNDP actions and interventions are aimed at restoring public confidence and service delivery in the formal justice and rule of law sectors through a range of initiatives i.e. policy development and reform, fostering justice and security sector governance, as well as oversight and accountability at an institutional level with emphasis on inclusive and gender-responsive programming. The overall engagement strategy, therefore, involves both federal and local levels. The Programme is implemented in partnership with the Judiciary, Police, Prosecution, Prisons, Probation and Reclamation, Bar Associations, Civil Society Organizations (CSOs) and the academia both at federal and provincial levels.

The Project Travel and Logistics Associate will provide dedicated travel, mission, event-logistics and related administrative support for Rule of Law Programme activities. The Associate will facilitate timely and efficient arrangements for official travel, field missions, trainings, workshops, consultations, conferences and other programme activities in accordance with applicable UNDP policies and procedures.

The Associate will support travel planning and processing, logistical arrangements, travel documentation and claims, participant coordination, service-provider liaison and maintenance of accurate administrative records. S/he will contribute to smooth programme implementation by ensuring that travel and logistical requirements are anticipated, coordinated and followed through in a timely, accurate and service-oriented manner.

Scope of Work 

Under the supervision of the Team Lead – Programme Specialist, the Travel and Logistics Associate will provide day-to-day travel, mission and event-logistics support for programme activities. The Associate will coordinate closely with programme personnel, operations colleagues, institutional counterparts and service providers to ensure timely, accurate and compliant arrangements.

The Associate will be responsible for the following functions:

a) Coordinate travel and mission arrangements.

• Process and coordinate official travel arrangements for programme personnel, consultants and other authorised travelers in accordance with UNDP travel policies and procedures.
• Support preparation and processing of travel requests, travel plans, itineraries, tickets, accommodation, terminal arrangements and other required travel documentation.
• Liaise with authorised travel service providers and relevant UNDP units to obtain appropriate travel options and facilitate timely issuance and amendment of travel arrangements.
• Support coordination of security-related travel requirements and ensure that required traveler and mission information is provided to the relevant focal points in a timely manner.
• Maintain an up-to-date travel and mission calendar and follow up on pending approvals, documentation and arrangements that may affect planned travel.
• Provide travelers with relevant administrative and logistical information before missions and support resolution of travel-related issues during implementation, as required.

b) Support travel claims, documentation and financial follow-up.

• Support travelers in completing required post-travel documentation and travel claims and check submissions for completeness before further processing.
• Maintain organised records of travel authorisations, itineraries, tickets, boarding passes, claims and other required supporting documentation in accordance with applicable record-management requirements.
• Coordinate with the Operations & Finance Analyst on travel budgets, advances, claims, reconciliations and other financial matters related to missions and programme travel.
• Follow up on outstanding travel documentation, advances and claims and support timely closure of completed travel actions.
• Maintain travel trackers and provide periodic information on travel status, costs, pending actions and completed missions for programme monitoring and planning.

c) Coordinate logistics for programme events and activities.

• Coordinate logistical arrangements for programme workshops, trainings, consultations, conferences, meetings and other events in collaboration with programme colleagues and institutional counterparts.
• Arrange venues, accommodation, local transportation, participant travel, interpretation, audiovisual equipment, printing, catering and other logistical services, as required and in accordance with applicable procedures.
• Support participant registration, attendance records, travel information, logistical communications and other administrative requirements for programme events.
• Coordinate logistical requirements with designated other team members while ensuring clear sequencing between substantive event planning and logistical arrangements.
• Liaise with vendors and service providers on approved logistical requirements and monitor timely delivery of agreed services, escalating issues to the responsible colleagues where necessary.
• Provide on-site logistical support during programme events and missions and facilitate timely resolution of practical and administrative issues.

d) Provide logistical and administrative support to programme implementation.

• Support arrangements for programme meetings, field visits, delegations and official visits, including schedules, transportation, accommodation and related logistics.
• Coordinate vehicle and transportation requirements for programme missions and activities with relevant UNDP service providers and administrative units.
• Support receipt, dispatch and movement of programme materials, documents and equipment associated with missions and events, as required.
• Maintain organised logistical records, service-provider information, contact lists and other administrative documentation needed for programme implementation.
• Support designated other team members with routine administrative coordination related to missions, events and field activities and ensure timely follow-up on agreed actions.
• Contribute to practical contingency arrangements for missions and events, particularly where travel conditions, security requirements or operational constraints may affect implementation.

e) Ensure compliance, coordination, service quality and effective records management.

• Ensure travel and logistical arrangements are processed in accordance with UNDP policies, procedures, applicable entitlements and approved programme budgets.
• Coordinate with designated other team members and relevant Country Office operations and administrative units to ensure appropriate sequencing, documentation and timely completion of travel and logistics actions.
• Provide relevant specifications, schedules and service information where procurement action is required for travel or logistical services.
• Monitor the quality and timeliness of travel and logistics services and promptly flag recurring service issues, operational risks or delays requiring attention.
• Provide travel and logistics information for programme workplans, implementation reviews, reports and management updates, as required.
• Keep abreast of relevant changes in UNDP travel and administrative procedures and support their consistent application within the Programme.

f) Support knowledge building, knowledge sharing and capacity building relevant to the project.  

• Participate in training and organize briefings on internal procedures for the project personnel. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action. 
• Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the project. 
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners. 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Travel and Logistics Associate will be based in the UNDP Pakistan Country Office in Islamabad, with travel to programme implementation locations, particularly Khyber Pakhtunkhwa and Balochistan, as required.

Under the supervision of the Team Lead – Programme Specialist, the Associate will provide dedicated travel, mission, event-logistics and related administrative support for programme activities.

The Associate will work closely with programme colleagues, including technical specialists, provincial teams, as well as relevant UNDP Country Office operations and administrative units and approved service providers, to ensure timely, efficient and compliant travel and logistical arrangements.

Competencies

Core Competencies
Achieve Results	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively	LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously	LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility	LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination	LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies 

Thematic Area	Name	Definition
Administration & Operations	Travel policy and procedures	Knowledge of travel policy and procedures; ability to interpret  travel policy, the Staff Rules, administrative circulars and  financial regulations and rules on travel-related matters.
Business Management	Operations Management	Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.
Business Management	Communication	Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Business Management	Resource Management	Allocate and use resources in a strategic or tactical way in line with business needs and priorities and principles of accountability and integrity.
Business Management	Risk Management	Identify operational and logistical risks and escalate or support appropriate mitigation actions.
Business Management	Project Management	Ability to plan, organise and prioritise multiple travel, event and logistical actions and meet required deadlines.
Administration & Operations	Events management (including  retreats, trainings and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

 

Minimum Qualifications of the Successful NPSA

Min. Academic Education	Secondary education is required. A university degree (Bachelor’s degree) in Business Administration, Public Administration, Management, Logistics, Travel and Tourism, Social Sciences or a related field will be given due consideration, but is not a requirement.
Min. years of relevant Work experience	A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant experience in travel administration, logistics, event support, programme administration or related areas is required.
Required Skills	Experience coordinating official travel, including itineraries, tickets, accommodation, travel documentation and travel claims. Experience providing logistical support for workshops, trainings, conferences, meetings or field missions. Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.
Desired Skills	Experience maintaining travel, mission, participant or logistics records and trackers. Experience coordinating with travel agencies, hotels, transport providers, venues and other service providers. Experience supporting travel claims, advances, reconciliations or related financial documentation. Experience arranging participant travel and logistics for large or multi-location programme activities. Experience working in accordance with organisational travel, administrative and financial procedures. Experience coordinating travel and logistics in complex field environments or locations with operational and security constraints. Experience with enterprise resource planning, travel-management or administrative systems is desirable; familiarity with UNDP Quantum or comparable systems. Previous work experience with UNDP, UN agencies or international development organisations.
Required Language(s) (at working level)	Fluency in English and Urdu is required.
Professional Certificates	Relevant certification or specialised training in travel management, logistics, administration, event management or related areas will be an added advantage.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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