Manager, Travel (Team Lead)

Group: Corporate Services and Sustainability (CSS)

Reports to : Director, Corporate Services and Sustainability (DCSS)

Location: WADA Headquarters, Montreal, Canada

Posting deadline: 27 March 2026

WHO WE ARE

The World Anti-Doping Agency (WADA) was established in 1999 as an international independent agency to lead a collaborative worldwide movement for doping-free sport. As the global regulatory body, WADA’s primary role is to develop, harmonize and coordinate anti-doping rules and policies across all sports and countries. Our key activities include: scientific and social science research; education; intelligence & investigations; development of anti-doping capacity; and, monitoring of compliance with the World Anti-Doping Program.

POSITION OVERVIEW

Reporting to the Director, Corporate Services and Sustainability, the Travel Manager (Team Lead) is responsible for ensuring the accuracy and cost-effectiveness of all travel-related arrangements (air, accommodation, ground transportation etc.) and that processes and practices are in compliance with the Agency’s policies and procedures.

The ideal candidate must have a collaborative mindset with an in-depth understanding of the end-to-end travel landscape of an international organization

KEY RESPONSIBILITIES

• Ensure accurate and efficient coordination, service delivery and availability of the Travel Desk;
• Monitor and support Travel Request processing, through the approval chain-of-command, including pre-trip approval processing; approvals/authorization accountability;
• Identify, resolve and/or escalate issues uncovered during the travel request and approval process;
• Liaise with stakeholders, both internal and external (where required) to assess their travel requirements and advise them on suitable options while respecting the WADA travel policy in place;
• Ensure travel policies and procedures are respected, at all times;
• Ensure stakeholders are informed of their travel arrangements in a clear, timely and professional manner. Ensure a regular follow up to confirm/finalize bookings, when required, to avoid increase in fare costs. Notify stakeholders of additional travel requirements (e.g. luggage limits, passport, visa, immunizations etc.);
• Troubleshoot issues arising from employee and non-employee travel, including liaising with the travel agency;
• Provide support to the Finance and Strategy department with the reconciliation of travel- and other related expenses and transactions as needed;
• Track refunds and credits for any unused tickets;
• Provide policy, process and technical (Concur) support and guidance to internal stakeholders;
• Conduct regular audits to address any travel arrangements/obligations that remain open/unresolved;
• Evaluate the current state of travel operations and recommend improvements, document processes, and develop and update metrics;
• Compile and analyze reports for DCSS showing travel trends, spending, costs and compliance with travel policy. Make recommendations for improvements/cost-savings. Ensure proper processes are in place to maintain compliance with the policy;
• Contribute to the development/update of travel policies, training, and coordination;
• Maintain accurate and organized files and ensure all required documentation is included (travel authorizations, confirmations, credit etc.);
• Liaise with preferred travel agency and airlines, as needed;
• Escalate to DCSS where appropriate or necessary.

ADDITIONAL RESPONSIBILITIES

• Manage travel-related insurance claims (i.e. delayed baggage etc.), liaise with insurer and/or broker as required;
• Provide support to departments, in terms of cost estimates, in the planning of their meetings, symposia, workshops, conferences and associated social functions;
• Collaborate with CSS team members on other departmental activities and objectives related to: Global Mobility, Sustainability and Office Operations;
• On call for travel emergencies and urgent requests;
• Other tasks as requested by the DCSS.

QUALIFICATIONS AND SKILLS

• Travel agent with knowledge of international corporate travel essential;
• Minimum of five (5) years of relevant work experience;
• Knowledge of Sabre and Concur Travel required;
• Knowledge of SharePoint and Excel required, other Office 365 applications an asset;
• Project management experience an asset or relevant experience in leading or active participation in the implementation of new tools (i.e. Concur Travel) and/or the development of policies, procedures, dashboards and metrics;
• Proactive thinking, proven skills in decision making, process improvement, and quality monitoring are paramount.
• Strong analytical, business process analysis and problem-solving capabilities;
• Ability to multi-task, work under pressure and meet deadlines;
• Ability to put together complex yet time and cost effective routings;
• Strong organizational skills;
• Excellent oral and written skills in one of the two WADA official languages (English/French) and very good command of the other official language; additional languages would be an asset;
• Fit with organizational culture: Teamwork, team spirit and love of sport;
• Aligned with WADA core values: Integrity, Openness and Excellence.

WHAT WE OFFER

• Competitive Benefits Package.

Vision: WADA’s vision is a world where all athletes compete in a doping-free sporting environment.

Mission: WADA's mission is to lead a collaborative worldwide movement for doping-free sport.

About us: WADA is headquartered in Montreal, Canada and has regional offices in Cape Town, South Africa; Lausanne, Switzerland; Montevideo, Uruguay; Tokyo, Japan and the office of the President in Warsaw, Poland. As of August 2025, the Agency employs approximately 187 employees and is represented by 53 nationalities. We value the diversity of our employees – current and future – that, as a global team, endeavor every day to protect the rights of clean athletes worldwide.

The masculine is used in our communications for the sole purpose of lightening the text and it designates all genders. WADA believes in the success of an inclusive organization that values diversity within its team. All qualified candidates will be considered for this position in a fair manner. WADA would like to thank all candidates who have shown an interest by applying for a position. However, after a thorough profile review, only the retained candidates will be contacted.