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

 

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