Travel Assistant at International Rescue Committee (IRC)

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, under the supervision of the Admin Officer   is primarily responsible for the management of travel services and travel bookings, visa support and other related administrative duties.

RESPONSIBILITIES:

Specific Duties:

Domestic Travel

Management / processing of UNHAS flight bookings to field offices

• Ensuring that approval from sector leads and Base managers / filled travel authorization forms (TAFs) are received, seats booked accordingly and communicated to concerned travelers / Field Coordinators/ focal Person’s the same day via email and subsequent pickups and drop-offs at the airports have been arranged.
• To process the payments for  accommodation with Finance team by COB every Friday and also Ensuring that duplicate copies of payment requests, TAFs, Tickets are maintained in Admin for record purposes
• To ensure proper tracking of all UNHAS flight bookings according to dates, user, Location and grant charges.
• Arrangements of HUB bookings and accordingly communicated to concerned travelers / Field Coordinators/ focal Person’s the same day via email.
• Ensuring that duplicate copies of Hub payment invoices/receipt, TAFs, are maintained in Admin for record purposes.
• To ensure proper tracking of all Hub bookings according to dates, user, Location and grant charges.
• To ensure that UNHAS flights tracking and Hub Booking sheet is updated on a day-to-day basis and sent to Admin Officer, HR Coordinator by COB every Friday.
• Arrangements of hotel bookings and airport pick-up for workshop participants (if any) and visiting staff .
• Coordination with UNHAS /Hotels & Visa support services for Field Based staff
• Collection of quotes / coordination with travel agents for international and domestic travels.
• Arrangement of hotel bookings and reservations for national and international staff to field after receipt of approved / filled travel authorization forms (TAFs).
• Ensure that all hotel bookings are made in writing and copies of booking / accompanying TAFs are available in Admin for record/tracking purposes.
• Processing and reconciliation of accommodation hotel bookings related payments by COB every Friday.
• To complete all staff Visa extension /   CERPAC Renewals  application forms, gather all required documents and prepare for processing  in collaboration with the Admin Clerk in Abuja
• With Support from the Admin Officer Ensure accurate VISA Tracking and timely renewal of same by prompt notice of VISA Information to the Admin Clerk in Abuja Office. All expats are notified on time regarding their visa extension timeline, all expats receive their passport with extended visa at least 32 days prior to their departure from Maiduguri.

Supply Chain Duties

• Manage the timely distribution of recharge cards for modems and phones as approved for Visitors and consultants in collaboration with the Admin Assistant.
• Other relevant duties as assigned and requested by supervisor.

Functional Competencies

• Team Work, Communication, Development and Operational Effectiveness
• Ability to work in teams;
• Ability to work under pressure, to prioritize and to show a spirit of initiative;
• Excellent time management, monitoring and evaluation skills;
• Openness to change and ability to receive/integrate feedback;
• Creating and promoting enabling environment for open communication;
• Demonstrates initiative and self-motivation to work independently, as well as, cooperative and collaborative spirit to work in a team;
• Excellent interpersonal and communication skills;
• Demonstrate corporate knowledge and sound judgment;
• Ability to manage conflict;
• Demonstrated informed and transparent decision making.

Leadership and Self-Management

Education

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

REQUIREMENTS:

• 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.

Standards for Professional Conduct:

 The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation

Application Instructions

WORK ENVIRONMENT: The program site in Maiduguri Borno State is Security Level 3 - orange field travel to this site is subject to defined security protocols.