Travel Assistant - Internal Only Job at International Rescue Committee (IRC)

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

We are recruiting to fill the position below:

Job Position: Travel Assistant - Internal Only

Job Requisition ID: JR00001115
Job Location: Abuja
Employment type: Full-time

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.

Responsibilities
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's 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.

Compensation & Benefits

• Competitive salary package commensurate with experience.
• Health insurance and pension contributions.
• Opportunities for career advancement within a growing offshore services company.
• Exposure to high-value international projects and financial reporting.