Overview
Manage the delivery of Travel and Welcome services to the Ukraine Operation at a high standard and in a timely and efficient manner that ensures both cost-effectiveness and timely provision of services.
Key Responsibilities
- Carry out travel arrangements including air travel, arrangements for transport and assistance in obtaining visas for delegates, staff and visitors as required.
- Facilitate arrivals and departures of guests, delegates and staff visiting the Country Office and on field missions/assignments at the airport or any port of entry including during weekends and after hours.
- Maintain a tracking board for pickups and drop offs.
- Prepare a welcome package for each arriving delegate/visitor.
- Facilitate visa requests for staff entry into Ukraine visas including visa extensions.
- Assist in the refund of minor costs associated with air travel: visas, departure taxes and baggage charges.
- Ensure the proper cost coding for each travel request and liaison with the Finance & Admin Unit.
- Maintain a short list of hotels suitable for conferences and for selection as appropriate accommodation.
- Assist with hotel bookings for delegates, staff and visitors.
- Maintain a stock of passport photos for each delegate based on the cluster.
- Stay up to date of the needs of each embassy relating to visa requirements.
- Maintain a stock of visa application forms for certain embassies to facilitate processing.
- Provide guest information where appropriate.
- Notify the hotel(s) immediately of any cancellations/changes and ensure confirmation of the notification.
- Organize and negotiate favorable rates, Make venue and accommodation and travel bookings for workshops, meetings, seminars.
- Assist the workshop coordinator in matters such as; pickups, drop-offs, air travel, accommodation and conference facilities.
- Liaise with the finance and Admin Unit to assist the payment of participants’ cost.
- Assist travelers in getting visa for destination countries.
- Delegates’ entrance and exits Contact list updated daily including mailing Staff lists and disseminate internally on a monthly basis.
- Support fleet coordination as required and assigned.
- Act as delegation point of contact for incoming communication (email and calls).
- Establish and ensure effective working relationships with delegates.
- Ensure effective working relationships with National Society counterparts and leadership.
- Ensure effective working relationships with technical and service departments at regional and Geneva Secretariat level.
- Actively work towards the achievement of the Federation Secretariat’s goals.
- Abide by and work in accordance with the Red Cross and Red Crescent principles.
- Perform any other work related duties and responsibilities that may be assigned by the line manager.
Required Experience
- 1-2 years’ experience in Office and Travel management
- Red Cross/Red Crescent knowledge and experience
- Ability to work comfortably under stress and manage multiple priorities in a fluid environment
- Experience of working in and managing office administration including filing
- Experience in administration, ticketing, travel logistics and any other support areas
- Experience working with office procedures and systems.
Qualifications
Diploma in Travel, Air, Logistics, Office Management, Business Administration or any relevant field.
