Travel & Facilities Supervisor Non-profit Jobs – International Committee of the Red Cross (ICRC)

Job
Title:        
 Travel
& Facilities Supervisor
Organization: International
Committee of the Red Cross (ICRC)
Duty Station: 
Kampala, Uganda
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. The ICRC Tracing team, in
cooperation with Uganda Red Cross Society (URCS), provides services to people
separated by conflicts and other situations of violence in order to search for
their family members and re-establish contact between them, especially
unaccompanied children.
Job Summary:  The Travel & 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.
Key Duties and 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.

Qualifications, Skills and Experience:
  • The International Committee of the Red Cross (ICRC) Travel &
    Facilities Supervisor job should preferably hold a Bachelor’s 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;
  • 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.
How to Apply:
All candidates are
encouraged to send their updated CVs and cover letters with three professional
referees to this e-mail address, application@ppg.co.ug
Deadline: 24th August 2018
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