Hybrid Manager, Travel – Team Lead

at World Anti-Doping Agency

• Job title: Manager, Travel – Team Lead
• Job type: Full Time
• Experience level: Senior
• Salary: Not specified
• Degree requirement: Professional Certificate
• Tech skills: TypeScript
• Location requirements: Hybrid, Montreal, Canada

About the role

• Travel Manager at WADA overseeing travel arrangements for compliance and cost-effectiveness. Collaborating across teams to ensure organized and efficient travel planning for an international organization.

Responsibilities

• Ensure precise and efficient coordination, service delivery and responsiveness of the travel office
• Oversee and support the processing of travel requests following the hierarchical approval route, including processing pre‑trip approvals; responsible for approvals/authorizations
• Identify, resolve and/or escalate issues encountered during the travel request and approval process
• Liaise with stakeholders, internal and external (as required), to assess travel needs and advise on appropriate options in accordance with WADA's travel policy
• Ensure compliance with travel policies and procedures at all times
• Communicate stakeholders’ travel arrangements clearly, promptly and professionally. Follow up as needed to confirm/finalize bookings to avoid cost increases
• Inform stakeholders of additional travel requirements (e.g., baggage allowances, passport, visa, vaccinations, etc.)
• Resolve travel-related issues for employees and external visitors, including liaison with the travel agency
• Provide support to the Finance and Strategy department for reconciliation of travel expenses and related transactions, as required
• Follow up on refunds and credits for unused tickets
• Provide policy, process and technology (Concur) support and guidance to internal stakeholders
• Perform regular checks to process outstanding travel arrangements/obligations
• Assess the current state of travel operations and recommend improvements, document processes and develop and update metrics
• Compile and analyze reports for DSCDD presenting trends, spend, costs and travel policy compliance. Make recommendations for improvements and cost savings
• Ensure adequate processes are in place to maintain policy compliance
• Contribute to the development and updating of travel policies, training and coordination
• Maintain accurate, organized records and ensure all required documents are included (travel authorizations, confirmations, credit memos, etc.)
• Liaise with the travel agency and partner airlines, as needed
• Provide information to DSCDD where appropriate or necessary
• Manage travel claims (e.g., baggage delays) and liaise with the insurer and/or broker, as applicable
• Provide support to departments, including cost estimating, for planning meetings, symposia, workshops, conferences and associated social events
• Collaborate with SCDD team members on other department activities and objectives related to international mobility, sustainability and office operations
• Be available for travel emergencies and urgent requests
• Perform any other duties as requested by DSCDD.

Requirements

• Travel agent with in-depth knowledge of international business travel
• Minimum of five (5) years of relevant professional experience
• Proficiency in Sabre and Concur Travel required
• Strong working knowledge of SharePoint and Excel required; familiarity with other Office 365 applications is an asset
• Project management experience or relevant experience leading or actively participating in the implementation of new tools (e.g., Concur Travel) and/or developing policies, procedures, dashboards and performance indicators is an asset
• Proactive mindset with proven decision-making, process improvement and quality control skills
• Strong analytical skills, business process analysis and problem-solving abilities
• Ability to manage multiple tasks simultaneously, work under pressure and meet deadlines
• Ability to design complex itineraries that optimize timing and cost
• Excellent organizational skills
• Excellent command of one of WADA's official languages (English or French) and very good working knowledge of the other; additional languages are an asset
• Fit with the organizational culture and values: teamwork, team spirit and a passion for sport
• Aligned with WADA's core values: Integrity, openness and excellence.

Benefits

• Competitive benefits package