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.
- 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
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
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.
You can now click on this link www.kenyanvacancies.com to visit our sister website for more vacancies.