Administration Officer-Travel( Somali National) 126 views0 applications

Background

DRC has been providing relief and development services in the Horn of Africa since 1997. Using a human rights framework, the DRC Somalia operations focuses mainly on people who are affected by displacement, including refugees, internally displaced, and migrant.

Danish Demining Group (DDG) is a specialized unit within DRC which implements mine action and armed violence reduction (AVR) programmes. DDG’s mandate is ‘to create a safe environment free from armed violence and the remnants of conflict’, and DDG does this via a programmatic focus on four key sectors: Security Systems Reform, Small Arms and Light Weapons (SALW) management, Mine Action and Conflict Management.

Overall Purpose of the role:

The Travel Officer is overall responsible for the coordination and efficient management of the travel section providing services to DRC/DDG staff travelling on business/official purposes. The Travel Officer serves all staff in Somalia Country programme, including all visitors to/from Somalia Office. As such, s/he must be able to represent DRC professionally and in timely manner as travel is a sensitive and crucial area for DRC/DDG operations

Responsibilities:

· Act to ensure safe and efficient travel operations, in accordance with organizational policies and guidelines

· Arrange staff travel for country & international travel (EC, UNHAS & commercial flights) using the appropriate approved flight services.

· Ensure travel bookings are done as per DRC procurement procedures.

· Arrange airport transfers and accommodation bookings for staff under Country & international travel at the recommended hotels & guesthouses.

· Coordinate with the Regional Travel officer for airport pick up/drop and guesthouse/hotel arrangements in Nairobi.

· Issuance of travel insurance for staff and consultants as required.

· Maintain accurate staff lists for humanitarian flight services’ ensuring it is updated at all times.

· Maintain and update “Info Pack” for visitors and new staff and ensure it is sent to visitors arriving in-country for the first time.

· Maintain timely communication and provide travel updates to the staff concerned and the administrative focal points in field offices.

· Timely processing of travel invoices for payment ensuring full documentation including boarding passes.

· Maintain flight tracking records that show flights booked, project codes, and payment status.

· Maintain updated list of international return tickets purchased for expatriate staff, keeping track of expiry dates.

· Monitor the performance of approved travel agent and highlight any issues on timely basis, making recommendations as appropriate.

· Maintain and update travel board for staff and visitors travelling to and from area/field offices within the country.

· Maintain monthly reports on guesthouse occupancy, tickets issued, and hotel reservations.

· Submit the weekly security movements of staff and visitors to the Country Safety Coordinator.

· Serve as a general resource and point of contact for travel-related issues; assist employees with travel-related issues or concerns

· Research, negotiate, and secure flight rates (as appropriate).

· Receive and respond to incoming travel requests on behalf of the organization.

· Ensure to follow the approved Travel SOP.

· Perform special projects and other duties as directed line manager.

Experience, education and technical competencies

· Degree in Business Administration, Office Administration or related field of study (e.g. hospitality, travel) is required.

· At least 3 years’ experience in corporate travel in busy office set up, preferably with an INGO is required.

· Must have knowledge and experience handling humanitarian flight services and procedures (EC, UNHAS, UNHCR flights).

· Knowledge of Somalia/Somaliland immigration, visas and travel procedures and protocols.

· Good communication skills and ability to maintain open communication at all levels across the organization.

· Strong interpersonal and organization skills coupled with ability to integrate and harmonize with diversified staff.

· Excellent organization skills, able to multitask and prioritize with positive attitude, attention to details, accuracy, patience and persistence.

· Flexible and ability to multi-task and prioritize large and diverse workload in fast paced environment with competing priorities, and ability to remain calm in demanding situations.

· Ability to resolve problems quickly and effectively and recommend appropriate course of action in consultation with line manager.

· Pleasant personality, flexible and outgoing.

· S/he can work independently and as part of a team.

· Must have strong oral and written communication skills; must be a good listener. Regular use of phone and email for communication is essential

· Must be Somali national

ABOUT YOU

In this position, you are expected to demonstrate DRC’s five core competencies:

· Striving for excellence: You focus on reaching results while ensuring an efficient process.

· Collaborating: You are a strong networker and enjoy working with many different types of stakeholders, you involve relevant parties and encourage feedback.

· Taking the lead: You take ownership and initiative while balancing the role of advisor and taking leadership

· Communicating: You write and speak effectively and honestly and display political and cultural sensitivity, including ability to adapt well to local cultures

· Demonstrating integrity: You act in line with our vision and values.

Conditions

Availability: 1^st April 2019

Duty station: Mogadishu

Reporting to: Head of Support Service – Somalia/Somaliland

Duration: 1-year contract with possibility of extension subject to performance.

Contract: This position is graded as G5 (NM-h) for qualified national staff and the terms of employment will be in accordance with DRC terms for national staff.

THE POSITION IS OPEN TO NATIONALS ONLY.

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status or other protected characteristics.