Travel Agent at Solidarites International

Location: Maiduguri, Borno                      
Beginning of Contract: 24/6/2019 
Contract Duration: 3 months (with possibility of extension)
Salary And Conditions: In accordance with SI’s Terms of Employment; for national staff in Nigeria

Mission

• Under the responsibility of the Logistics Coordinator, the travel agent supports the travel requirements of mission employees & official Visitors, coordinating between mission coordination and base offices, so that travels are planned and managed accordingly.
• He/She ensures hotel and flight bookings are made in a cost efficient manner and the transactions are processed and settled timely. Moreover he/she ensures UNHAS Flights and SI guest house are utilized before booking for commercial flights or hotel bookings respectively.
  

Main Tasks

• Booking authorized Flights with UNHAS both fixed wing & Helicopters Flights, & commercial flights as required including excess baggage and cargo.
• Booking authorized accommodation in SI approved hotels list, including humanitarian hubs in the field areas, as required.
• Working closely with HR Coordinator for employees’ booking information, and with the Radio Operator/Fleet of Maiduguri Coordination office and Admin Assistant in Abuja, to arrange pickups and drop offs from and to the airport respectively. This collaboration extends to other field offices where regular travel coordination and arrangement are required in collaboration with base Logistics Managers and Field Coordinators.
• Compile a database and price list for: accommodation, flights, courier services and keep them up-to-date and share.
• Keeping track/log book of hotel accommodation utilization and flight booking statuses and share it regularly, every Friday with Logistics Coordinator and HR Coordinator for enhanced follow up.
• Based on Log Coo instructions, participate in the researching and selection of flight service providers, hotel accommodation etc. This includes addressing new needs during new base set up or in case there will be new flight/travel routes.
• Coordinate with the Finance regarding hotel accommodation and flights related payments, and ensure payments are done timely and only for the services provided.
• In collaboration with the logistics team and requestors, coordinates messenger and courier service
• Be a focal point with partners like UNHAS, IOM Hubs and other service providers maintaining good relations ships and solving if any issues.
• Perform other duties as directed/requested by the line manager.

Requirements

• Diploma in Logistics, Administration, Management, or any relevant field
• A minimum of two years of increasingly responsible duties in travel, Logistics, administrative/office management or related field is required
• IT knowledge and ability: good level of computer literacy, particularly in the use of MS Office suite (Word, PowerPoint and Excel), email, intranet and simple website usage.
• Language skill: fluent in English

Personal qualities:

• To be an excellent communicator, both orally and by email,
• To be flexible in approach and enjoy being part of a team as well as able to show initiative in solving problems in an analytical and practical way.
• To be able  to priorities appropriately and organize work methodically is essential.
• To be an exceptional organizer, communicator, multi-tasker, problem solver and be available out of working hours in some cases,  because of the unpredictable nature of the movements due to service providers, operational requirements, weather conditions and other similar reasons.