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Travel Logistics Officer

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.

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

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 travelers to plan and execute all confirmed travel.
  • Works with relevant embassies to obtain visas for staff travel, makes hotel reservations when required, and coordinates ground transportation and other travel arrangements for CWS staff and visitors.
  • Prepares travel authorizations for all traveling 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 regional 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.
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Vendor Management

  • 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: 

Experience: 

  • Four (4) years of paid work experience is required. 
  • Administrative experience in supply chain is required..
  • Knowledge in Amadeus booking tool is preferred.

Skills:

  • Demonstrated written and verbal English skills; 
  • Demonstrated computer skills, especially Microsoft Excel; 
  • Demonstrated organizational and time management skills; 
  • Demonstrated strong communication skills.
  • Demonstrated interpersonal relations 
  • Demonstrated ability to manage a heavy workload

Education & Certifications: 

  • Bachelor’s Degree or equivalent in Business Administration, Public Administration, or four (4) years of working experience required in lieu of a Bachelor’s Degree.

Abilities: 

  • Maintain the integrity of confidential financial and personnel information; communicate effectively both verbally and in writing;
  • 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;

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