Job Title: Travel & Facilities
Supervisor
Organisation: The
International Committee of the Red Cross (ICRC)
Duty Station: Kampala,
Uganda
Reports to: Finance
& Admin. Manager
About US:
The International
Committee of the Red Cross (ICRC) is a neutral and independent international
humanitarian organisation, which assists and protects victims of armed
conflicts and other situations of violence
Job Summary: The Travel & Facilities Supervisor
coordinates the activities of the internal travel unit, ensuring that travel
arrangements as described below are organized efficiently and as smoothly as
possible. In addition, s/he manages the overall ICRC Facilities file.
Key Duties and Responsibilities:
Travel Services
·
Supervise
and coordinate the activities of the travel department with the suppliers
and/or other departments or staff.
·
Coordinate
and ensure the organization of staff travel by the most cost-effective means
and, if required, coordinate drop-off at/pick-up from airport.
·
Ensure
that expatriate staff receive all the information/documentation they need
during their stay in Uganda.
·
Ensure
accommodation is safe and suitable to live in.
·
Interact
with relevant authorities (ministries, consulates, etc.) regarding travel and
immigration requirements (visas, insurance, permits, registration etc.).
·
Find
venues for seminars/meetings and organizes all the welcome part (breaks,
transportation, reviews the bills, etc.
·
Ensure
communication between ICRC offices, delegations and/or headquarters regarding
staff travels.
·
Ensure
all appropriate databases are kept up to date on staff members, missions and
other travel, document validity, residences, and any other relevant information
(schools, airlines, telephone numbers, etc.).
·
Negotiate
prices and discounts with service providers (travel agencies, airline
companies, hotels).
Facilities
Management
·
Participate
in the determination of accommodation and offices needs and identifies premises
accordingly.
·
Analyse
premises set-up including passive security measures in place and proposes
corrective measures when necessary. Participate in lease agreement.
·
Coordinate
the proper maintenance of the overall premises and infrastructures.
·
Train
and supervise the Housekeeping staff and organize their work schedules.
·
Deal
with landlords, service providers and suppliers in the related field.
·
Supervise
ordering or purchasing of related material and supply according to needs in
coordination with Logistics department.
·
Ensure related
files and statistics are properly filed.
Qualifications, Skills and Experience:
·
The
ideal candidate for the International Committee of the Red Cross (ICRC) Travel
& Facilities Supervisor job opportunity should hold a University degree or
similar relevant training from a recognised institution.
·
At least
three years of work experience in a related field (travel agency, immigration
services, hospitality industry or facilities management).
·
Computer
proficiency especially in Word processors, Spreadsheets and PowerPoint.
·
Excellent
knowledge of written and spoken English.
·
Possession
of a Driving licence is an advantage.
·
Excellent
planning, organizational, reporting and analytical skills
·
Sense of
responsibility and ability to take initiative and to work independently;
·
Flexibility
and resistance to stress;
·
Excellent
communication and interpersonal skills;
·
Good
negotiation skills.
·
Available
for immediate deployment
How to Apply:
All suitably
qualified and interested candidates should submit their electronic application,
CV and copies of academic and work certificates to
[email protected]. Attach your documents as a single file. No
paper applications will be received.
Write the title of
the position you are applying for in the email subject.
Deadline: 8th January 2021
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