VACANCY (Re-advertised)
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 Delegation has an immediate opening for the following position:
Title | : | Travel & Facilities Supervisor |
Duty Station | : | Kampala |
Contract type | : | Open-ended |
Reports to | : | Finance & Admin. Manager |
Purpose of the post:
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 / premises file.
Main 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 / premises Management
- Actively plan, search and participate in the determination of accommodation and offices needs and identify premises accordingly.
- Overseeing any renovations, refurbishments and building projects
- Ensuring that facilities are well-maintained and conducting proactive maintenance
- Analyse premises set-up including passive security measures in place and proposes corrective measures when necessary.
- Participate in preparation of lease agreements and follow up of signed leases.
- Planning and forecasting the facility’s upcoming needs and requirements.
- 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.
Minimum required knowledge and experience:
- University degree in hospitality field or estates/facilities management or similar relevant training from a recognised institution.
- Minimum 3 years work experience in a related field (travel agency, immigration services, hospitality industry, estates 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.
- Experience in both hospitality and estates management will be an added advantage
Profile:
- Excellent planning, organizational, reporting and strong analytical skills
- Sense of responsibility and ability to take initiative and to work independently;
- Flexibility and resistance to stress;
- Excellent communication and interpersonal skills; Ability to prioritise and multi task
- Good negotiation skills.
- Available for immediate deployment
How to apply
Interested candidates should submit their electronic application, CV and copies of academic and work certificates to kam_hrrecruitment_services@icrc.org by Friday 05th March 2021. Attach your documents as a single file. No paper applications will be received.
Travel & Facilities Supervisor must be stated in the email subject.