Travel Assistant - Internal Only

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

CONTEXTUAL BACKGROUND

The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict affected populations. IRC

Nigeria now operates a country office in Abuja and field offices in Mubi and Yola of Adamawa State, Maiduguri and Monguno of Borno state and Damatru of Yobe State. Currently, IRC Nigeria implements programs primary health care, nutrition, environmental health, women’s protection and empowerment, protection, child protection, education, food security & livelihoods

Job Overview/Summary

• The Travel Assistant is a short-term position and under the supervision of the Senior Travel Officer,
• is responsible for all travel bookings request processes centralized in Abuja with little support
• extended to other locations remotely. She/He will work with the travel team in providing travel
• support to all IRC Nigeria staff and visitors.

The responsibilities may include but are not limited to:

Bookings:

• Responsible for booking of both local and international commercial flights for IRC staff and
• visitor through IRC registered travel agent.
• Ensure that as part of UNHAS flight booking requirement, introduction letters for IRC
• visitors and IRC staff without ID cards is done.
• Handle booking of hotel accommodation for IRC staff and visitors in Abuja and
• Internationally.

Travel Support: Visa, pre-arrival briefing and Covid-19 protocols:

• Work hand in hand with Admin Officer to coordinate all related travel support for expatriates and visitors.
• Share pre-arrival security briefing and travel protocols/isolation policy with IRC staff and visitors.
• Give case-by-case support on visa applications, flight bookings, accommodations, and any other needed support.
• Facilitate communication processes on the travel support with other team members.
• Where needed support staff going on IRC business trips in getting visa application information from travel agents.

Payment and Reconciliation:

• Process payments of both local and international flight tickets issued by travel agents.
• Liaise with Admin Officer to reconcile payments of hotel accommodations
• Reconciliation of UNHAS prepayment account and processing of replenishment after reaching spending/booking limit.

Movement Plan:

Compile the country program’s movement plan on daily basis (to cover weekends and holidays) and share with Supply Chain Focal Point by COB.

Tracking and Reporting:

• Update trackers for all commercial flight bookings, UNHAS bookings and hotel
• accommodation in Abuja. Store same on Box® folders.
• Ensure that all travel requests to the travel agent is tracked by a unique identification code.
• Using reporting journal, send monthly report on UNHAS bookings to Finance.
• Work with the Admin/Liaison Officer in consolidating payment report.
• Attend and contribute to meetings with Global Supply Chain focal points on travels. Where needed share country reports on travels.

Compliance and Communication:

• Ensure that all travel request documents comply to travel SOPs before booking and flag up any compliance concerns to the Admin Manager
• Ensure that the regional and global travel agents comply with the Service Level Agreement (SLA) and country agreement especially on service charges and exchange rates.
• Carry out orientation for staff on travel SOPs as required and share new development on travel related activities as the need arises.

Other Duties:

Any other duty as may be assigned by Supervisor.

Position Reports to: Senior Travel Officer

Other Internal and/or external contacts.

Internal: IRC Staff and Visitors

External: UNHAS (WFP), Hotels, and Travel Agents

Job Requirements

Education and Work Experience:

• Bachelor degree in relevant field.
• Administrative & Logistics/Supply Chain qualifications highly desirable.

Demonstrated Skills and Competencies:

• Prior experience of travel services & bookings, domestic and international flights desirable
• Computer literacy to enable updating of computerized databases and tracking sheets.
• Good organizational skills and ability to manage multiple tasks and competing workloads.
• Knowledge of IRC systems and processes an advantage.
• Ability to work as part of a team and provide superior customer services.

This job description can be modified at any time according to changes in the IRC activities or in

the context.

Working Environment:

The IRC is a team-work environment and requires a person who will work with colleagues from

many cultural backgrounds, understand and contribute to the organization’s goals, work well as a

member of a group/team, and respect the thoughts and opinions of others in the team.

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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