Administration Coordinator -Travel & Event Management -Addis Ababa, Ethiopia
Organization: World Vision
Location: Addis Ababa, Ethiopia
Deadline: Dec 06, 2022
Job Description
Key Responsibilities:
Travel Management
- Support in the process of identifying Travel Agent and give expert advise
- Liaise between WV Ethiopia and contracted travel agency to guide communications and operations.
- Make travel reservation and ticket in liaison with travel agent or directly to airlines as appropriate for Head Office Staff
- Advise on travel requirements, visa and routs for international travel
- Resolve problems between WV Ethiopia and travel vendors.
- Produce monthly report on travelers, cost and related information
Event Management
- Support in process of identifying hotels and corporate agreements.
- Book meeting venues both hotels and in-house conference rooms
- Closely work with host department and take the lead in arrangement of meeting hall, refreshment, lunch and any communication with the hotel/in house cafeteria
- Make sure the hotel/cafeteria delivered the service based on agreement
- Organize receptions and reserve conference halls, restaurants, lunch and dinner tables as needed.
- Facilitate catering and meeting facility (chair, table, tent etc.) rental when needed
- Prepare weekly events calendar and send to Administration Manager.
Canteen Service Management
- Monitor daily canteen service and engage with the canteen supervisor for the smooth operation of the canteen service.
- Regularly collect feedback from the staff on the improvement areas of canteen
Performance Evaluation of Service Providers
- Does quarterly evaluation of service providers against predefined evaluation criteria
- Ensure timely settlement of air ticket, hotels, meeting venues, and other related bills.
- Ensure ongoing reconciliation of hotel related bills with vendors and Finance
Administration Support and documentation
- Produce monthly management report (MMR)
- File all contractual agreements, transaction documents and record minutes of meetings during performance evaluation of service providers,
- Support the guest relation, visa processing, hotel accommodation in the absence of Admin Coordinator- Guest Relations
- Cover front desk in the absence of Administration Assistant in rotation with other Administration staffs.
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
- Degree graduate in Management, Business Administration, Marketing or related fields
- Knowledge of travel arrangement through travel agent
- Knowledge of Guest relations, event coordination, visa processing, hotel reservation
- Excellent communication skill, email correspondence clear and brief
- Excellent English language skills and excellent interpersonal skills
- Excellent team building skills
- Flexible, efficient and cooperative
- Commitment to WVI’s aims, values and principles
- Honest and trustworthy
- Demonstrate sound work ethics
- Minimum 5 years of experience preferably holding similar position.
Applicant Types Accepted:
Local Applicants Only