Travel and Accommodation Officer
Duty Station: Representative Office, Jakarta
Duty Station: Representative Office, Jakarta
KNCV
Tuberculosis Foundation is an international non-profit organization
dedicated to the fight against tuberculosis (TB), still the second most
deadly infectious disease in the world. KNCV Tuberculosis Foundation has
a strong reputation in national and international TB control. KNCV is
an international centre of expertise for TB control that promotes
effective, efficient, innovative and sustainable tuberculosis control
strategies in a national and international context. We are an
organization of passionate TB professionals, including doctors,
researchers, training experts, nurses and epidemiologists. We aim to
stop the spread of the worldwide epidemic of TB and to prevent the
further spread of drug-resistant TB. As a non-profit international
organization, KNCV is active in over 40 countries in Europe, Africa,
Latin America and Asia. The central office is located in The Hague, The
Netherlands. KNCV Indonesia consists of a dynamic team of over 90 staff
members working in 10 provinces in Indonesia, all to help combat
tuberculosis in Indonesia in close cooperation with the Ministry of
Health.
Challenge TBKNCV
is the lead partner in Challenge TB (CTB), the new USAID-funded 5-year
global program to decrease TB mortality and morbidity in high burdened
countries. We lead an international consortium with eight partner
organizations: American Thoracic Society (ATS), Family Health
International (FHI 360), Interactive Research & Development (IRD),
Japanese Anti Tuberculosis Foundation (JATA), Management Sciences for
Health (MSH), Program for Appropriate Technology in Health (PATH), The
International Union Against Tuberculosis and Lung Disease (The Union),
and the World Health Organization. The overarching strategic objectives
of Challenge TB are to improve access to quality patient centred care
for TB, TB/HIV, and MDR-TB services; to prevent transmission and disease
progression; and to strengthen TB platforms.
Responsibilities:
Travel Related Duties:
• Responsible for managing all KNCV’s travel and accommodation needs
• Establish corporate arrangements with travel agents, hotels, car hire and other providers.
• Build up strong relationships with external parties i.e. travel agents, individual airlines, hotels in order to get the most cost effective tariffs
• Coordinate and respond to all travel and accommodation requests (staff, partners, consultants) in a timely and efficient manner, ensuring the necessary approval has been obtained.
• Ensure best value bookings are made each time, including reasonable and appropriate travel routing – in line with KNCV’s unit costs unless management approval is received.
• Assist in required passport/visa from foreign embassies, including coordinating with regional and program staff to obtain sponsor letters and invitation from other parties.
• Coordinate with staff to ensure in-transit hotel accommodations
• Arrange travel insurance as needed
• Schedule, coordinate, and organize events such as meetings, conferences, and departmental activities as required.
• Resolve organization travel related technical conflicts/problems, including all incorrect reservation and charges with respected to entire travel activities.
Administrative Support Duties:
• Manage and ensure all filing related to travel and accommodation is kept in good order and easily accessible
• Maintain a travel database tracking all travel and accommodation booked, rescheduled and cancelled.
• In coordination with the Administration Manager and Program Secretary ensure preparations for all visitors to the office are arranged prior to their arrival (this may include accommodation, travel arrangements, meetings, welcome pack including emergency contact numbers etc);
• Provide support to staff where needed, including collecting, compiling, assembling, reproducing, and distributing documents/materials for official travel.
• Review weekly reports on airline tickets – issues, reschedules and cancelled / refunded
• Provide regular recapitulation on travel and accommodation expenses, as well as reviewing evaluating all related bills, in coordination to Finance Dept. This includes providing Payment Request for invoices.
• Provide a travel report to the Administration Manager, as required
• Help develop KNCV travel budget as required
• Ensure all Travel and Accommodation activities are fully compliant with Donor and KNCV Policy and Procedures
General
• Adhere to Indonesian Government, KNCV and Donor rules and regulations at all times
• Other tasks as requested consistent with the overall scope of this position.
Qualifications and Competencies:
• Minimum Diploma degree, with Travel & Tourism background
• Minimum 3 years demonstrated experience in Travel services
• Excellent analytical and leadership skills
• Demonstrated knowledge in Travel & Tourism
• Strong Computer skills and advanced in email, word and excel
• Exceptional written and oral communications skills, in both Bahasa Indonesia and English
• Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues
• Ability to create a supportive working environment amongst all staff
• Ability to work as part of a team and independently
• Motivated, pro active and willing to learn
• Sound judgment
• Open, responsible and honest
• Punctual and reliable
• Proven problem-solving and negotiation skills
• Ability to meet critical deadlines
“The KNCV offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities.”
Interested applicants are requested to submit their CV and application to recruitment.indonesia@kncvtbc.org by February 16th, 2015 at the latest.
Only shortlisted candidates will be notified
KNCV is an equal employment opportunity organization
Responsibilities:
Travel Related Duties:
• Responsible for managing all KNCV’s travel and accommodation needs
• Establish corporate arrangements with travel agents, hotels, car hire and other providers.
• Build up strong relationships with external parties i.e. travel agents, individual airlines, hotels in order to get the most cost effective tariffs
• Coordinate and respond to all travel and accommodation requests (staff, partners, consultants) in a timely and efficient manner, ensuring the necessary approval has been obtained.
• Ensure best value bookings are made each time, including reasonable and appropriate travel routing – in line with KNCV’s unit costs unless management approval is received.
• Assist in required passport/visa from foreign embassies, including coordinating with regional and program staff to obtain sponsor letters and invitation from other parties.
• Coordinate with staff to ensure in-transit hotel accommodations
• Arrange travel insurance as needed
• Schedule, coordinate, and organize events such as meetings, conferences, and departmental activities as required.
• Resolve organization travel related technical conflicts/problems, including all incorrect reservation and charges with respected to entire travel activities.
Administrative Support Duties:
• Manage and ensure all filing related to travel and accommodation is kept in good order and easily accessible
• Maintain a travel database tracking all travel and accommodation booked, rescheduled and cancelled.
• In coordination with the Administration Manager and Program Secretary ensure preparations for all visitors to the office are arranged prior to their arrival (this may include accommodation, travel arrangements, meetings, welcome pack including emergency contact numbers etc);
• Provide support to staff where needed, including collecting, compiling, assembling, reproducing, and distributing documents/materials for official travel.
• Review weekly reports on airline tickets – issues, reschedules and cancelled / refunded
• Provide regular recapitulation on travel and accommodation expenses, as well as reviewing evaluating all related bills, in coordination to Finance Dept. This includes providing Payment Request for invoices.
• Provide a travel report to the Administration Manager, as required
• Help develop KNCV travel budget as required
• Ensure all Travel and Accommodation activities are fully compliant with Donor and KNCV Policy and Procedures
General
• Adhere to Indonesian Government, KNCV and Donor rules and regulations at all times
• Other tasks as requested consistent with the overall scope of this position.
Qualifications and Competencies:
• Minimum Diploma degree, with Travel & Tourism background
• Minimum 3 years demonstrated experience in Travel services
• Excellent analytical and leadership skills
• Demonstrated knowledge in Travel & Tourism
• Strong Computer skills and advanced in email, word and excel
• Exceptional written and oral communications skills, in both Bahasa Indonesia and English
• Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues
• Ability to create a supportive working environment amongst all staff
• Ability to work as part of a team and independently
• Motivated, pro active and willing to learn
• Sound judgment
• Open, responsible and honest
• Punctual and reliable
• Proven problem-solving and negotiation skills
• Ability to meet critical deadlines
“The KNCV offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities.”
Interested applicants are requested to submit their CV and application to recruitment.indonesia@kncvtbc.org by February 16th, 2015 at the latest.
Only shortlisted candidates will be notified
KNCV is an equal employment opportunity organization
