Travel Logistics Specialist 230 views0 applications

Job Title: Travel Logistics Specialist

Grade: 7 (N)

Level: Function Manager

Division: Administration

Department: General Services

Location: Nairobi, Kenya

Primary Purpose

This position is primarily responsible for day-to-day management of travel and Logistics project related activities within the unit in accordance with CWS policies and procedures. This position will uphold best travel practices while identifying cost-saving strategies, train, coach and mentor Travel & Logistics Officers in Nairobi and offer support to the Logistics Officers within sub-offices in the region.

Supervision

This position directly Supervises Travel & Logistics Officers in Nairobi.

This Position reports directly to the Travel & Logistics Supervisor.

Essential Duties

Travel and Logistics

1. Plans and coordinates the unit work schedules in collaboration with Logistics Officers.
2. Ensures compliance and adherence to the operating procedures and 2CFR200 to ensure consistent work output.
3. Manages Logistics projects in collaboration with Programs Supervisors and workflows within Procurement and Finance for all Logistics transactions.
4. Acts as the backup to the Logistics Officers in their absence.
5. Participate in onboarding of new staff to the unit and within the region.
6. Reviews and manages the issue log for all logistics issues raised after travel from the field.
7. Oversees and manages the Logistics mailbox.

Performance Management

1. Train, mentor and coach Logistics Officers while identifying and communicating training needs to the unit’s Management.
2. Performs annual reviews/evaluations for Travel & Logistics Officers in consultation with the Logistics Supervisor.
3. Conducts continuous performance Management with Logistics Officers on a quarterly basis.

Travel Budget Preparation and Management

1. Participates in the review of budget projections for accuracy and costing.
2. Manages an updated cost platform for all required travel items within all processing locations in Sub Sahara Africa.
3. Participates in quarterly and monthly travel budget projections and ensures they are received in Finance within the stipulated time period.
4. Collaborates with Program Managers/Supervisors to capture and track changes in the travel projections and communicates the same to the Logistics Supervisor.**

Vendor Management

1. Coordinates receipt of all IOM budgets and invoices from Cultural Orientation department.
2. Manages tracking, reconciliations and payments of all received expenses from IOM across the regional offices.
3. Takes lead in vendor reconciliations for all logistics vendors in consultation with Procurement and Finance.
4. Oversees vendor engagements including negotiating for better prices and favorable terms of payments.
5. Participates in reviewing and updating vendor management procedures and service level agreements for all vendors within Sub Sahara Africa.
6. Performs other duties that may be assigned to ensure the logistical support of operations related to official travel and other program objectives**

Qualifications

Education:

Bachelor’s Degree or equivalent in Business Administration, Public Administration, or other related field required.

Knowledge in International relations is preferred.

Experience:

· Eight (8) year’s work experience is required.

· Experience in field team processing activities for various locations is preferred.

· Experience in managing administrative roles is preferred

· Experience managing travel budgets is preferred

· Project management experience is preferred

· Knowledge in Amadeus or other booking tool is an added advantage

Knowledge/ Skills:

· Demonstrated written and verbal English skills;

· Demonstrated computer skills, especially Microsoft Excel;

· Demonstrated organizational and time management skills;

· Demonstrated strong communication skills.

· Demonstrated interpersonal relations

· Demonstrated ability to manage heavy workload
**

Abilities:

The Travel and Logistics Specialist must have the ability to:

· maintain the integrity of confidential financial and personnel information;

· communicate effectively both verbally and in writing;

· follow instructions from the Supervisor with a positive and receptive attitude;

· deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;

· conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;

· maintain a high performance standard with attention to detail;

· carry out all of the duties of the position efficiently and effectively with minimal supervision;

· take initiative;

· maintain strict confidentiality with RSC Africa administrative and operational information;

· manage a large and diverse workload under pressure with competing priorities;

· work well as a team in a multi-cultural environment while maintaining a high level of motivation;

· effectively manage RSC Africa’s resources;

· actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;

Physical requirements: This position requires bending, sitting, standing, walking, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.

Working environment:

Normal office working conditions

Licensing/Certification:

None required.

Special Requirements: Certificate of Good Conduct issued within the last one year (12 months) is required before the start of employment.** Employee will be entrusted with the receipt, custody and payment of money.