Georgetown University in Qatar (GU-Q) is dedicated to fulfilling Georgetown University’s mission of promoting intellectual, ethical and spiritual understanding through serious and sustained discourse among people of different faiths, cultures, and beliefs. Embodying this spirit of the University, Georgetown’s Qatar campus undertakes education, research, and service in order to advance knowledge and provide students and the community with a holistic educational experience that produces global citizens committed to the service of humankind. We demonstrate the values of Georgetown University; seek to build upon the world-class reputation of the Edmund A. Walsh School of Foreign Service; and work with our partner, Qatar Foundation, in its endeavors to achieve the Qatar National Vision 2030.
Requirements
The office of Finance and Research Compliance is currently seeking a motivated and detail-oriented Procure-to-Pay and Travel Operations Coordinator to manage and optimize travel-related processes, ensuring efficiency and compliance to university policies and procedures.
As this position is based in Doha, Qatar and offers no relocation assistance, GU-Q is looking for locally based candidates only. This is a full-time, one-year term, renewable position.
Key Accountabilities
- Manage and streamline the procure-to-pay processes for all travel-related activities within the university, including travel requests, supplier selection, purchase orders, invoicing, and payments.
- Ensure all travel services adhere to university policies, cost-efficiency measures, and legal compliance while delivering high-quality support to internal stakeholders.
Key Activities
- Coordinate and manage all travel bookings, including flights, accommodation, and ground transportation for university faculty, staff, students and guests.
- Organize group travel for conferences, study trips, or events, ensuring all travel logistics are handled efficiently and within budget.
- Support the negotiation and administration of contracts with travel agencies, airlines, hotels, and other travel-related suppliers.
- Act as the primary contact, build and maintain strong relationships with travel service providers to secure competitive pricing, improve service quality, and ensure compliance with university procurement policies and service-level agreements.
- Set up and maintain supplier records in the system and evaluate supplier performance regularly to address any issues related to service quality or compliance.
- Ensure travel services are procured within the allocated budget, analyze travel expenditure trends, monitor procurement performance and make recommendations for reducing travel costs and optimizing procurement and travel processes.
- Track and prepare regular reports on travel expenses, outstanding payments and vendor performance, ensuring accurate records for auditing and financial reviews.
- Ensure all travel arrangements adhere to the university’s travel and procurement policies, as well as local and international regulations.
- Monitor compliance with university guidelines for booking, purchasing, and payment processes, and take corrective actions when needed.
- Assist with internal and external audits related to travel services, procurement, and supplier management.
- Validate, reconcile with contracts and process vendor invoices for payment, ensuring accuracy, proper payment approvals and timely payments.
- Work with IT and procurement teams to optimize the P2P and travel management systems for better efficiency and user experience.
- Conduct risk assessments for international travel using the university’s service provider, particularly to high-risk regions, and provide support for any necessary travel insurance, legal compliance, or safety measures.
- Provide emergency support for travelers, including assistance with changes in bookings, cancellations, and handling unexpected travel disruptions.
- Other similar duties, as assigned.
Requirements
- Bachelor’s Degree in Business Administration, Supply Chain, Procurement, or a related field.
- International Air Transportation Association (IATA) valid certification.
- Global Distribution System valid certification.
- Knowledge of Amadeus Galileo and Sabre Travel Management software.
- Familiarity with Workday is preferred.
- Proficiency using the International SOS (ISOS) program preferred.
- Professional certifications in procurement, supply chain management, or travel services are advantageous.
- 4+ years of experience in the travel industry.
- Experience in higher education setting is preferred.
- Strong understanding of procure-to-pay processes, procurement best practices, and vendor management.
- Knowledge of travel management systems, travel procurement, and vendor negotiations.
- Strong organizational skills, with the ability to manage multiple requests simultaneously.
- Attention to detail and high level of accuracy.
- Dedication to providing excellent service to faculty, staff, and students.
- Understanding of local procurement laws, travel procurement in a university or academic setting, and the general business landscape in Qatar is preferred.
- Ability to liaise with multiple departments, diverse workforce, suppliers, and other stakeholders to ensure smooth operations.
- Ability to troubleshoot and resolve travel and procurement-related challenges quickly.
- Ability to analyze travel expenditure data and identify cost-saving opportunities.
- Excellent English language skills.
- Arabic language proficiency is preferred.
Current Georgetown Employees:
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Submission Guidelines:
Please note that in order to be considered an applicant for any position at Georgetown University in Qatar, you must submit a resume/CV for each position of interest. Documents are not kept on file for future positions.
Need Assistance:
Need some assistance with the application process? Contact us at guqhr@georgetown.edu.
EEO Statement:
Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.
Benefits:
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff athttps://benefits.georgetown.eduor view the online interactive benefits guidefor more information.
