TERMS OF REFERENCE- TRAVEL AGENCY SERVICES
Presentation of Terre des hommes
Terre des hommes Foundation (Tdh) is the leading Swiss organization dedicated to children’s rights. For over 60 years, Tdh has worked globally to protect children, support their wellbeing, and advocate for child rights in fragile, humanitarian, and development contexts. Through integrated programming approaches, Tdh collaborates with governments, civil society, research institutions, and the private sector to strengthen child protection systems and improve outcomes for vulnerable children and youth.
Context
The purpose of this assignment is establishing a framework agreement with a travel agent to support our staff global movements in a timely, reliable and cost-effective way.
Our travel routes are global, currently focusing especially on the following countries*: Kenya, Switzerland, Philippines, Mexico, Uganda, Cameroon, Ivory Coast,* Honduras and Colombia, and expanding.
Location: This is a global contracting process open to firms based anywhere
Fees: We are committed to paying a just and equitable price and are open to discussing rates for this service.
Objective
The primary objectives of engaging a global travel agent are as follows:
- To provide efficient and cost-effective travel planning and management services for all staff traveling on business.
- To support us in effectively meeting the accessibility and support requirements of all travellers with disabilities/disabled travellers.
- To ensure the safety and security of our travellers by adhering to best practices in travel logistics.
- To strengthen our organization’s international presence by enabling seamless travel arrangements.
Scope of services
The global travel agent will be expected to provide the following services:
- Travel Booking: Book flights, accommodation, ground transport, and other travel services for business trips.
- Itinerary Planning: Develop detailed travel itineraries, including schedules of meetings, conferences, and other necessary engagements, including initiating registration links and log in details.
- Travel Management System: Implement and maintain an online travel management system and app accessible for our staff that allows for easy booking, tracking, and reporting.
- Cost Management: Provide access to competitive fares/rates and travel packages (e.g. luggage allowances) – specifically for non-profit organisations, unlock fares not typically available in our region, provide access to direct and indirect Cost Reductions, and recommend further cost-saving options for airfare, accommodation, and transport.
- 24/7 Support: Offer round-the-clock support for travel inquiries, changes, and emergencies.
- Visa and Immigration Assistance: Assist travellers with visa applications and ensure compliance with international travel regulations.
- Insurance: Arrange travel insurance for travelling staff.
- Reporting: Generate regular reports on travel expenditures, patterns, and statistics for analysis.
Deliverables
Once the contract is in place the travel agent is expected to deliver the following:
- A comprehensive travel management plan within 48 hours of request.
- Timely booking confirmations and travel itinerary documents for all planned trips.
- Monthly reports detailing travel expenses, types of bookings, and opportunities for optimization.
- Recommendations and insights on travel policies and trends.
- Ability to integrate an automated system that supports billing, approvals
Mandatory requirements
The following documents are mandatory when submitting bids.
- Evidence of A BSP/IATA-accredited travel agent licensed and registered to operate on all indicated travel routes internationally.
- Demonstrated experience on a good track record in serving international organizations, embassies and medium to large multinational corporations with reasonably high travel volumes of at least monthly travels and above – with a specialization in travel arrangements for non-profit organizations.
- Evidence of access to all publicly available fares from IATA airlines worldwide through a Global Distribution System (GDS) and access to fares that are typically restricted to sale in other markets – specifically specialist negotiated fares for non-profit organizations, discounted NDC (New Distribution Capability) fares via airline API direct connects, and exclusive content on a comprehensive network of global and regional airlines providing savings of up to 40% as well as enhanced flexibility, additional free baggage allowances and more.
- Evidence of highly qualified, competent and experienced travel consultants.
- Demonstrated global network/affiliates in major destinations.
- Willing and able to guarantee the delivery of products and services in accordance with the performance standards required under this TOR.
- Evidence of a booking system recognized by the travel industry.
- Business registration documents for companies.
- Detailed Financial proposal.
Time Frame
We are seeking bids by July 10th, 2026, at 10 AM, and we envisage that the engagement will commence on August 1st, 2026, to run for maximum period of 2 years and be reviewed annually. The contract may be extended based on performance and organizational needs.
Bids Assessment Criteria
Bids will be assessed in line with the evidential mandary requirements as requested above in addition to;
- Demonstrated level of customer service and responsiveness.
- Cost savings measures through proposed travel management approaches reference to your financial proposal.
- References from other international organizations that have used your services.
Responsibility of the organization
The organization will:
- Provide the travel agent with necessary information regarding travel, meeting and conference needs and preferences.
- Ensure timely communication of travel requests and changes.
- Collaborate with the travel agent to establish and adhere to any relevant travel policies.
Review and Evaluation
The performance of the travel agent will be reviewed at regular intervals. Feedback will be solicited from employees who travel frequently and any adjustments to the agreement will be made based on these evaluations.
Confidentiality
The travel agent agrees to maintain confidentiality regarding all aspects of our travel arrangements, organizational information, and employee data. You will also be expected to sign up to Tdh supplier Code of Conduct which will be shared on award of
Contract
How to apply
Interested firms should submit their offers by email to [email protected] no later than 13 July 2026 at 10:00 AM. Use the following email subject line: Consultancy Services –TRAVEL AGENCY SERVICES
Due to the urgency of this assignment shortlisting and interviews shall be conducted on a rolling basis.
More Information
- Job City Kenya
