GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES (GS/OAS)

DEPARTMENT OF PROCUREMENT SERVICES AND MANAGEMENT OVERSIGHT

Consultant to support Travel Operations and to carry on a Request for Proposals to select the Travel Management Company for the GS/OAS

Type of Appointment: Consultancy – Full time

Organizational Unit: Department of Procurement and Management Oversight (DPMO)

Duration: Initially 1 year with option to be extended into a permanent position

Consulting Fee: Based on experience, education, and skills.

Duty Station: Washington, DC or remote

Profile: The ideal candidate must demonstrate extensive experience and expertise in corporate travel management, staying abreast of the latest developments in the travel industry (airline and hotel) relevant to business travel and its evolving trends. Understanding reservation systems such as Global Distribution System (GDS) and New Distribution Capability (NDC), is essential. The consultant should also possess a thorough understanding of corporate processes involved in managing reservations, procurement, reconciliation, and reporting of business travel transactions. Ability to work and communicate in English and Spanish is required.

I. BACKGROUND

The Department of Procurement and Management Oversight (DPMO) oversees travel operations within the GS/OAS in collaboration with a Travel Management Company (TMC). GS/OAS travel and events are mostly held in the Americas (South America, Central America, North America, and the Caribbean).

The DPMO is looking for a candidate that can support with the day-to-day travel operations and with the bidding process to select a TMC, which needs to be performed as per contractual obligations.

II. TERMS OF REFERENCE OF THE CONSULTANCY

The Consultant will provide support in the following activities:

1- Gain comprehensive insight into GS/OAS travel operations, including administrative procedures, TMC relationship, and existing travel rules and policies, through access to documentations and interviews with DPMO and other relevant staff member staff.

Travel Operations Management

2- Support travel management operations at the GS/OAS, including but not limited to:

- Monitor operations with GS/OAS TMC to ensure compliance with service expectations and travel policies.

- Review travel claims received and propose resolutions in accordance with GS/OAS travel policy.

- Run and analyze travel reports and prepare monthly briefs on travel operations for management.

- Propose improvements and solutions to increase efficiency in our processes to book travel and lodging and contract hotel services.

- Strengthen relationships with travel vendors to secure greater benefits for the GS/OAS.

Request for Proposals

3- Preparation of the Request for Proposals (RFP) for selecting the GS/OAS Travel Management Company. The RFP published in 2019 can be used as a starting point for the new RFP, but it is expected that the consultant will take into consideration current industry trends and GS/OAS needs to be incorporated in the RFP. With the guidance of DPMO, prepare all RFP documents.

4- Review all proposals received and coordinate the work of the internal committee that will evaluate all proposals received and recommend the most suitable TMC for the GS/OAS. Offer technical guidance to the committee as needed.

5- Assist in the TMC selection process by preparing and/or reviewing required documentation, such as minutes, evaluations, letters, and contract.

6- Support in the elaboration of institutional communications related to this process.

Travel Solution

Collaborate with the DPMO and the technology team during the design and implementation of the new travel solution that will include the following processes:

a. Create travelers profiles

b. Authorize travel

c. Reserve, purchase, change, and/or cancel tickets;

d. Reconcile credit card used to pay tickets and TMC fees

e. Advance payments of per diem and terminal expenses

f. Travel expenses reconciliation

g. Issue travel reports

7- Prepare training material for GS/OAS staff interacting with the travel solution and offer ongoing support post-implementation.

Other Travel-Related Activities:

8- Provide support in other activities related to travel operations as requested.