Job Title: Travel Logistics Specialist
Grade: 7 (N)
Level: Function Manager
Department: General Services
Location: Nairobi, Kenya
This position is primarily responsible for day-to-day management of travel and Logistics project related activities within the unit in accordance with CWS policies and procedures. This position will uphold best travel practices while identifying cost-saving strategies, train, coach and mentor Travel & Logistics Officers in Nairobi and offer support to the Logistics Officers within sub-offices in the region.
This position directly Supervises Travel & Logistics Officers in Nairobi.
This Position reports directly to the Travel & Logistics Supervisor.
Travel and Logistics
- Plans and coordinates the unit work schedules in collaboration with Logistics Officers.
- Ensures compliance and adherence to the operating procedures and 2CFR200 to ensure consistent work output.
- Manages Logistics projects in collaboration with Programs Supervisors and workflows within Procurement and Finance for all Logistics transactions.
- Acts as the backup to the Logistics Officers in their absence.
- Participate in onboarding of new staff to the unit and within the region.
- Reviews and manages the issue log for all logistics issues raised after travel from the field.
- Oversees and manages the Logistics mailbox.
- Train, mentor and coach Logistics Officers while identifying and communicating training needs to the unit’s Management.
- Performs annual reviews/evaluations for Travel & Logistics Officers in consultation with the Logistics Supervisor.
- Conducts continuous performance Management with Logistics Officers on a quarterly basis.
Travel Budget Preparation and Management
- Participates in the review of budget projections for accuracy and costing.
- Manages an updated cost platform for all required travel items within all processing locations in Sub Sahara Africa.
- Participates in quarterly and monthly travel budget projections and ensures they are received in Finance within the stipulated time period.
- Collaborates with Program Managers/Supervisors to capture and track changes in the travel projections and communicates the same to the Logistics Supervisor.**
- Coordinates receipt of all IOM budgets and invoices from Cultural Orientation department.
- Manages tracking, reconciliations and payments of all received expenses from IOM across the regional offices.
- Takes lead in vendor reconciliations for all logistics vendors in consultation with Procurement and Finance.
- Oversees vendor engagements including negotiating for better prices and favorable terms of payments.
- Participates in reviewing and updating vendor management procedures and service level agreements for all vendors within Sub Sahara Africa.
- Performs other duties that may be assigned to ensure the logistical support of operations related to official travel and other program objectives**
Bachelor’s Degree or equivalent in Business Administration, Public Administration, or other related field required.
Knowledge in International relations is preferred.
· Eight (8) year’s work experience is required.
· Experience in field team processing activities for various locations is preferred.
· Experience in managing administrative roles is preferred
· Experience managing travel budgets is preferred
· Project management experience is preferred
· Knowledge in Amadeus or other booking tool is an added advantage
· 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 heavy workload
The Travel and Logistics Specialist must have the ability to:
· 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;
Physical requirements: This position requires bending, sitting, standing, walking, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.
Normal office working conditions
Special Requirements: Certificate of Good Conduct issued within the last one year (12 months) is required before the start of employment.** Employee will be entrusted with the receipt, custody and payment of money.
How to apply
Click on CWS careers site – https://cws-careers.vibehcm.com