International Federation of Red Cross and Red Crescent Societies Travel Assistant Job in Kenya

Job title: Travel Assistant

Unit / dept / delegation: Administration, East Africa Regional Representation, Nairobi

Reports to: Senior Travel Officer

Purpose

To assist the in the delivery of travel services to the East Africa Regional Representation, country delegations, and Partner National Societies with high standards and in a timely and customer – friendly manner that ensures both cost-effectiveness and customer satisfaction.

Key Responsibilities

• Assist travel officer to build working relationships with the travel service providers and/or their agent(s) to ensure efficient and uninterrupted service provision.
• Communicate the travel process to all travellers to ensure adherence to procedures and controls.
• Facilitate the issuance of all Travel Authorisation Forms (TAF) and confirm the accuracy of the information provided. Enforce procedures through dialogue with budget holders and the respective travellers.
• Research and obtained travel options from travel agent(s) and make this available to the traveller to ensure the most efficient, cost effective routing is used.
• Ensure all hotel bookings, airport transfers and other travel requirements are duly booked, executed, processed and communicated.
• Provide support for programmes in sourcing and managing workshops, travel, and accommodation issues in collaboration with the travel officer.
• Claim reimbursements for unused tickets and manage potential complaints and compensation claim from travellers.
• Prepare daily pick-ups/drop offs schedules, amending whenever necessary and ensuring its timely submission to logistics for necessary action.
• Prepare statistics of the number, frequency, type and value of services rendered for cost recovery, reporting and information sharing.
• Prepare a monthly report of all travel scheduled and match with travel agent(s) statement to ensure all invoices received and avoid double charging.
• Ensure that all personal travel is authorised by finance prior to booking of the ticket
• Maintain proper filing records for all travel documentation
• Carry out any other assignments that may be delegated.

Duties applicable to all staff

• Actively work towards the achievement of the Federation's goals.
• Abide by and work in accordance with the Red Cross Red Crescent principles.
• Perform any other work related duties and responsibilities that may be assigned by the line manager.

Person Specification

Education

• Diploma in Public Relations, International Relations, Administration Travel, Procurement/Logistics or any relevant field.

Experience

• 3 years or more experience in administration, ticketing and travel and in any other relevant office support areas

Skills and Knowledge

• Demonstrated knowledge of customer care
• Proficiency in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.

Language

• Fluency in both spoken and written English and Kiswahili

Character Qualities

• Ability and willingness to counsel and help others
• Ability to work in a team, and occasionally under strict deadlines
• High degree of integrity, discretion, and personal conduct
• Flexible and adaptable to changing working conditions
• Self-motivated, with good judgment and initiative
• Good verbal and written communication skills
• Good interpersonal skills
• Sensitivity to diversity
• Good level of attention to detail
• Pleasant personality

Submission of applications:

Applications should be submitted by email to zonehr.easternafrica@ifrc.org; to be received not later than 15 October 2011.

Kindly note that due to the large volumes of applications received;

1. Only e-mail applications will be accepted

2. Only short listed candidates will be contacted.