Our client a multinational organization with offices in several continents is urgently looking to fill vacancies for their operation at Diego Garcia, Indian Ocean Island.
POSITION TITLE: HR TRAVEL & ADMIN COORDINATOR
DEPARTMENT: M&A – HR
POSITION REPORT TO: HR MANAGER
DESCRIPTION OF JOB TASK AND RESPONSIBILITIES:
Primary – Travel:
- The Travel Coordinator will arrange (business, emergency, and R&R) travel for employees, identifying the most cost-effective and efficient travel arrangements and making necessary reservations, including flights, accommodation, transportation, and other necessary arrangements.
- Research and compares available travel and hotel accommodation to identify the best available option for each travel need.
- When travel arrangements are within approved travel reasons and budget limits, make all arrangements and reservations as requested.
- Prepares travel itineraries and distributes travel arrangements and schedules to all appropriate staff.
- Obtains approval from leadership for travel requests and expenses that exceed established limits.
- Advises travelers and assists with any need for specialized travel documents such as visas, passports, travel orders, APACS, and any necessary documentation needed for their travel.
- Prepare and distribute travel itineraries, including all relevant details such as flight information, hotel reservations, car rentals, and meeting schedules.
- Ensure all travel arrangements are accurate, complete, and aligned with the traveler’s and company’s preferences and requirements.
- Manage and track travel expenses, including reconciling invoices, receipts, and credit card statements to ensure compliance with company policies and budgetary constraints.
- Assist employees in resolving any travel-related issues or emergencies, including flight cancellations, missing connections, lost luggage, etc.
- Maintain and update a database of employee travel profiles, including preferences, passport details, and other relevant information.
- Monitors and facilitates the use of company air travel credit cards.
- Processes reimbursements for travel expenses.
Secondary – Admin:
- Conducts clerical duties including filing, answering phone calls, responding to emails, and preparing and maintaining operations documents and reports.
- Prepare requisition/MPR for all various office materials, supplies, and equipment and ensure it adequate level of availability.
- Monitors/maintains an accurate, and up-to-date inventory control system. Monitors/check daily operations. Control and verify all data input into the system. Maintains a perpetual inventory system ensuring the inventory is completely counted monthly and quarterly. Generally, monitors stock control activities and provides technical assistance.
- Liaise between departments for Lost & Found and Compassionate that includes drafting emails or letters on behalf of personnel involved.
- Orchestrate special events and schedule and arrange meetings, make reservations and prepare itineraries for new hire orientations and training.
- Performs other work-related duties and responsibilities as assigned to meet organizational/operational objectives.
BASIC JOB QUALIFICATIONS: (Knowledge, Skills, and Abilities (KSAs):
- Familiarity with budgeting and expense management processes.
- Excellent organizational and time management skills.
- Flexibility to adapt to changing travel arrangements and schedules.
- Excellent attention to detail, ensuring accuracy in all travel arrangements and documentation.
- Knowledge of travel policies, visa regulations, and international travel requirements.
- Ability to handle and resolve travel-related issues or emergencies promptly and efficiently.
- Proficient in using travel management software and tools to manage and track travel expenses.
- Must possess administrative, organizational, and computer skills to include proficiency with Microsoft Office suite including (MS Word, PowerPoint, Excel, and Outlook).
- Proven ability to organize, prioritize, and follow through to completion of multiple tasks, under strict deadlines and changing priorities.
- Ability to convey information professionally and tactfully to individuals regarding sensitive and confidential information and issues.
- Ability to work quickly and in a potentially high-stress environment.
- Comfort with multi-tasking and handling multiple requests from different individuals and departments.
- Exceptional communication and interpersonal skills to effectively interact with employees, vendors, and travel agencies.
- Must pass overseas medical screening and be in good health.
- Must possess country of origin’s driver’s license and be able to drive a manual and automatic transmission vehicle.
JOB SPECIFICATIONS: SPECIAL CERTIFICATIONS OR TRAINING
- N/A
EDUCATION:
- Must be at least a high school graduate is required;
- An associate or bachelor’s degree is preferred.
EXPERIENCE:
- Previous work experience as a Travel Coordinator or a similar role in travel management and in any other administrative field capacity.
Basic terms of the job offer.
- Assignment Duration: 12 months. Renewal subject to performance.
- Base Monthly Salary: 48 hours per week minimum work requirement: $1,260 (based on 48 hr. work week requirement)
- Working schedule: 48 hours per week (8 hours per day/6 days a week)
- Payroll period: Monthly. Amount give take home.
- Overtime: Work more than 8 hours per day or work performed on a rest day and/or holiday, will be paid as overtime at the base salary rate.
- Accommodations: Housing, transportation, meals in-country, and laundry facilities are provided
- Sick Leave: Employee will accrue 2.67 hours of sick leave for each full month of service, beginning with the completion of the first full month of Foreign Service employment.
- Annual leave Up to 21 days paid at the end of each 12-month contract.
- Travel will be provided by the employer to the employee’s home country.
Other requirements
- Your Passport must be valid for at least 12 months, with at least 6 total blank visa pages remaining.
- Your driver’s license must be valid for at least 6 months (unless processing for a CDL-required position, which will require 12 months remaining).
- Updated covid vaccination certificate
- Medical exam report at a date to be advised.
Interested and qualified candidates are requested to apply ONLINE via the form below.
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Salient Features
| MINIMUM QUALIFICATION | HIGH SCHOOL DIPLOMA |