Travel Assistant at International Rescue Committee (IRC)

Job Overview / Summary

• The Travel Assistant is a short-term position and under the supervision of the Senior Travel Officer,
• is responsible for all travel bookings request processes centralized in Abuja with little support
• extended to other locations remotely. She/He will work with the travel team in providing travel
• support to all IRC Nigeria staff and visitors.

Responsibilities
The responsibilities may include but are not limited to:
Bookings:

• Responsible for booking of both local and international commercial flights for IRC staff and visitor through IRC registered travel agent.
• Ensure that as part of UNHAS flight booking requirement, introduction letters for IRC visitors and IRC staff without ID cards is done.
• Handle booking of hotel accommodation for IRC staff and visitors in Abuja and Internationally.

Travel Support: Visa, pre-arrival briefing and Covid-19 protocols:

• Work hand in hand with Admin Officer to coordinate all related travel support for expatriates and visitors.
• Share pre-arrival security briefing and travel protocols/isolation policy with IRC staff and visitors.
• Give case-by-case support on visa applications, flight bookings, accommodations, and any other needed support.
• Facilitate communication processes on the travel support with other team members.
• Where needed support staff going on IRC business trips in getting visa application information from travel agents.

Payment and Reconciliation:

• Process payments of both local and international flight tickets issued by travel agents.
• Liaise with Admin Officer to reconcile payments of hotel accommodations
• Reconciliation of UNHAS prepayment account and processing of replenishment after reaching spending/booking limit.

Movement Plan:

• Compile the country program’s movement plan on daily basis (to cover weekends and holidays) and share with Supply Chain Focal Point by COB.

Tracking and Reporting:

• Update trackers for all commercial flight bookings, UNHAS bookings and hotel
• accommodation in Abuja. Store same on Box® folders.
• Ensure that all travel requests to the travel agent is tracked by a unique identification code.
• Using reporting journal, send monthly report on UNHAS bookings to Finance.
• Work with the Admin/Liaison Officer in consolidating payment report.
• Attend and contribute to meetings with Global Supply Chain focal points on travels. Where needed share country reports on travels.

Compliance and Communication:

• Ensure that all travel request documents comply to travel SOPs before booking and flag up any compliance concerns to the Admin Manager
• Ensure that the regional and global travel agents comply with the Service Level Agreement (SLA) and country agreement especially on service charges and exchange rates.
• Carry out orientation for staff on travel SOPs as required and share new development on travel related activities as the need arises.

Other Duties:

• Any other duty as may be assigned by Supervisor.
• Position Reports to: Senior Travel Officer

Other Internal and/or external contacts:

• Internal: IRC Staff and Visitors
• External: UNHAS (WFP), Hotels, and Travel Agents

Job Requirements
Education and Work Experience:

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

Demonstrated Skills and Competencies:

• 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.

Compensation & Benefits

• Competitive salary package commensurate with experience.
• Health insurance and pension contributions.
• Opportunities for career advancement within a growing offshore services company.
• Exposure to high-value international projects and financial reporting.