Travel and Housing Officer, Transport, Travel and Housing Department (Re-advertisement)

Full time @Aga Khan University posted 3 months ago in Logistics/Transportation , in Procurement/Supply Chain

Job Detail

Job Purpose

The job holder will be responsible for the administration of travel, accommodation, conferences, and protocol & logistics for all Senior Leadership globally, faculty, staff, students, and incoming guests. S/He will also assist with immigration processes, managing the AKU guest houses, coordinating and facilitating Expatriate’s Medical Cover through identified service providers.

Key Responsibilities

Travel Administration

Responsible for processing tickets, travel requirements and all travel related documents for Senior leadership, Faculty, staff, and incoming guests.
Work in close coordination with the vendors and Head of Departments (HOD) to ensure that services are provided promptly to the AKU faculty including emergency and last-minute travel request and that the services provided by vendors are as per the existing agreement.
Complaints handling: Logging of complaints to be done as and when received using existing internal systems.
Coordinate airport transfers and ground transportation for staff and guests with dispatch department and other AKU entities
Extend support to all incoming guests by issuing letters of invitation and any other required documents.
Get approvals before issuance of any tickets and raise the necessary PRs to the travel agents. Reconciliation of accounts with Agents.

Immigration

Work in close collaboration with Immigration specialist and HOD for processing applications of work permits, special passes, dependents and pupil’s passes and any other legal document required and as per the immigration requirements and AKDN protocols to ensure that all expats always have a legal status. This service is extended to all agencies under AKDN
Offer immigration related guidance to staff of AKU and AKUH, N entities and AKDN agencies.

Accommodation/ Conferences

Manage hotel bookings, conferences and logistics for Aga Khan Senior Leadership, Faculty, visiting guests and all staff. Ensure all requests have an approved accommodation form before initiating any process.
Handling and organizing group bookings and logistics in liaison with the requesting department, accredited hotels, travel agents.
Coordinating airport transfers and ground transportation for all staff travel
Extend any accommodation related guidance to Senior Leadership, Faculty and staff.
Raise necessary PRs and memo for accommodation. Reconciliation of accounts.

Guest houses

Handling accommodation requests and bookings for guest houses
Assist with management of guesthouse as directed by the AM and HOD.
Ensuring that guests are well taken care of and extending good hospitality i.e., checking on guests, organizing their meals etc.

Medical Insurance

Work closely with HOD for the administration of international medical insurance to expatriate staff
Assist HOD to process yearly premium fee. Making follow up with finance to ensure that payments are made in good time.

Visas

Building relationships with Consulates/embassies for their support on visa processing.
Processing visa letters and documents for staff travelling on official duties/medical purposes or personal visits.
Submission of visa applications in various embassies and high commissions and fast tracking of the same.
Offer any visa related guidance to staff.
Handle and organise travel insurance for Senior Leadership, Faculty, and staff
Ensure travel insurance covers are issued for staff travelling on official purposes when travelling outside of Kenya

Stock Items

Ensuring that both the Travel and Housing office and the guest houses have the required adequate stock items for smooth operation by monitoring consumption and re-order levels. Supervision on consumption for optimum usage.
Maintain a schedule of usage and provide monthly report to HOD

Protocol

Handling meet and assist services for Senior Leadership, Faculty and other incoming guests and staff and ensure that guests are met by the Protocol Officer
Coordinating with the transport department to ensure timely pick up of guest after protocol services

Housing Services

Qualifications and skills required

Degree and/or Diploma in Tours & Travel or equivalent
Minimum of 3 years’ working experience in a busy travel agency or airline.
Proficiency in ticketing booking systems
Ability to work independently and as part of a team
Understanding the needs and concerns of internal and external customers
Self-motivated person with excellent People skills as well as excellent customer care skills
Ability to meet strict deadlines
Excellent organizational and administrative skills
Good problem-solving skills
Be able to handle pressure and take criticism positively
Must be of honest and with high Integrity