Travel & Facilities Supervisor .- International Committee of the Red Cross

International Committee of the Red Cross

The (ICRC) is a neutral and independent international humanitarian organisation, which assists and protects victims of armed conflicts and other situations of violence. The ICRC Delegation has an immediate opening for the following positions:

Job title: 
Travel & Facilities Supervisor
Employment type: 
Full time
City / Location: 
Closing date: 
August 24, 2018 - 5pm

Positions: 1
Working hours: : 40 hours a week

Purpose of the post:
The Travel and Facilities Supervisor coordinates the activities of the internal travel department, ensuring that travel arrangements as described below are organized efficiently and as smoothly as possible.

In addition, she / he manages the overall ICRC facilities department.

Main responsibilities:
Travel Services
 Supervises and coordinates the activities of the travel department with the suppliers and/or other departments or staff;
 Coordinates and ensures the organization of staff travel by the most cost-effective means and, if required, coordinates drop-off at/pick-up from airport;
 Ensures that expatriate staff receive all the information/documentation they need during their stay in Uganda;
 Ensures accommodation is safe and suitable to live in;
 Interacts with relevant authorities (ministries, consulates, etc.) regarding travel and immigration requirements (visas, insurance, permits, registration etc.);
 Finds venues for seminars/meetings and organizes all the welcome part (breaks, transportation, reviews the bills, etc.;
 Ensures communication between ICRC offices, delegations and/or headquarters regarding staff travels;
 Ensures 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.);
 Negotiates prices and discounts with service providers (travel agencies, airline companies, hotels).

Facilities Management
 Participates in the determination of accommodation and offices needs and identifies premises accordingly;
 Analyses premises set-up including passive security measures in place and proposes corrective measures when necessary. Participates in lease agreement;
 Coordinates the proper maintenance of the overall premises and infrastructures;
 Trains and supervises the Housekeeping staff and organizes the work;
 Deals with landlords, service providers and suppliers in the related field;
 Supervises ordering or purchasing of related material and supply according to needs in coordination with Logistics department;
 Ensures proper related files and statistics.

Minimum required knowledge and experience:
 University degree or similar relevant training from a recognised institution;
 Minimum 3 years work experience in a related field (travel agency, immigration services, hospitality industry or facilities management);
 Computer proficiency;
 Excellent knowledge of written and spoken English;
 Possession of a Driving licence is an advantage.

 Sense of responsibility and ability to take initiative and to work independently;
 Good analytical and organizational skills;
 Flexibility and resistance to stress;
 Good communication and interpersonal skills;
 Good negotiation skills.

Contact/How to apply: 

Please send your CV and cover letter with 3 work related referees to the address or e-mail below.
E-mails that exceed 2MB will not be considered.

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