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; Ÿ 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.

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