NGO Travel & Logistics Officer Jobs in Kenya

NGO Travel & Logistics Officer Jobs in Kenya


Primary Purpose

  • This position is primarily responsible for the coordination and follow-up of logistics for all CWS travel, as well as preparing travel itineraries of official CWS staff travel in accordance with the CWS standard operating procedures within Sub Sahara Africa and Internationally.

  • This position provides support to CWS Sub –Offices within the region.

    Supervision

  • This position reports directly to the Travel Logistics Supervisor.

    Essential Duties Travel and Logistics

  • Requests for domestic and international flight schedules, itineraries, bookings, and tickets from local travel agents for efficient and cost effective travel.

  • Works with Programs Management and other travellers to plan and execute all confirmed travel.

  • Works with relevant embassies to obtain visas for staff travel, makes hotel reservations when required, coordinates ground transportation and other travel arrangements for CWS staff and visitors.

  • Prepares travel authorisations for all travelling staff.

  • Maintains updated shared logistics resources.

  • Regularly reviews all issues raised in the issue logs after travel is complete, makes follow up with the vendors and updates the log with feedback.

  • Works directly with Logistics officers in region offices on required logistics work.

  • Conducts site assessments in processing locations when required.

    Budgeting

  • Maintains updated travel costs for all regions.

  • Participates in annual travel budget costing and preparation.

  • Monitors travel budget in the assigned locations and reports any additional costs.

    Vendor Engagement

  • Maintains a tracking system for all partner Invoices across the sub offices to ensures they are captured and processed in a timely manner.

  • Use ERP system to raise requisitions, review payments and reconcile vendors.

  • Works closely with Procurement and Accounts to ensure vendor payments are processed as per policy.

  • Conducts vendor reconciliations on a quarterly basis.

  • Regularly reviews travel expenses while renegotiating with vendors for competitive rates.

  • Reviews CWS trip reports and communicates follow-up items to the Logistics Supervisor.

  • Reviews monthly invoices for local taxi service providers, ensures correct rates are being charged and also identifies local versus regional travel expenses.

  • Performs other duties that may be assigned to ensure the logistical support of operations related
    to official travel and other program objectives.

    Qualifications Education:

  • Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field required.

    Experience:

  • Five (5) years of paid work experience is required. Administrative experience is preferred.

  • Knowledge in Amadeus booking tool is preferred.

    Knowledge/ Skills:

  • Demonstrated written and verbal English skills;

  • Demonstrated computer skills, especially Microsoft Excel;

  • Demonstrated organisational and time management skills;

  • Demonstrated strong communication skills.

  • Demonstrated interpersonal relations

  • Demonstrated ability to manage heavy workload

    Abilities:

    The Travel Logistics Officer must have the ability to:

  • maintain the integrity of confidential financial and personnel information;

  • communicate effectively both verbally and in writing;

  • read, understand and follow all SOPs within the Logistics unit

  • follow instructions from the Supervisor with a positive and receptive attitude;

  • deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;

  • conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;

  • maintain a high performance standard with attention to detail;

  • carry out all of the duties of the position efficiently and effectively with minimal supervision;

  • take initiative;

  • maintain strict confidentiality with RSC Africa administrative and operational information;

  • manage a large and diverse workload under pressure with competing priorities;

  • work well as a team in a multi-cultural environment while maintaining a high level of motivation;

  • effectively manage RSC Africa’s resources;

  • actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;

    How to Apply

  • For more information and job application details, see; NGO Travel & Logistics Officer Jobs in Kenya


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