The International Rescue Committee (IRC) is a global humanitarian aid, relief and development nongovernmental organization. Founded in 1933 at the request of Albert Einstein, the IRC offers emergency aid and long-term assistance to refugees and those displaced by war, persecution or natural disaster. The IRC is currently working in over 40 countries and 22 U.S. cities where it resettles refugees and helps them become self-sufficient.
Composed of first responders, humanitarian relief workers, international development experts, health care providers, and educators, the IRC has assisted millions of people around the world since its founding in 1933.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.