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Senior Travel and Logistics Assistant

Church World Service (CWS)

Supply Chain & Procurement

NGO, NPO & Charity UGX Confidential
New
1 week ago

Job Summary

This position is primarily responsible for assisting the coordination and follow-up of logistics for all CWS travel, as well as preparing travel itineraries of official CWS staff travel in accordance with the CWS standard operating procedures.

  • Minimum Qualification: Bachelors
  • Experience Level: Mid level
  • Experience Length: 4 years

Job Description/Requirements

Introduction:
Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose

This position is primarily responsible for assisting the coordination and follow-up of logistics for all CWS travel, as well as preparing travel itineraries of official CWS staff travel in accordance with the CWS standard operating procedures. This position provides support to CWS Uganda Country office.

Key Relationships
Internal to CWS

• Senior Travel and Logistics Officer
• Administration Supervisor
• Uganda programs team
• Uganda operations team

External

• CWS vendors and service providers

Working Environment

• Primarily in-office.

Responsibilities
Core Job Responsibilities

Travel and Logistics (60%)
• Assist in requesting for domestic and international flight schedules, itineraries, bookings, and tickets from local travel agents for efficient and cost-effective travel.
• Works with Senior Travel and Logistics Officer to execute all confirmed travel.
• Works with relevant embassies to obtain visas for travelling staff.
• Assist in making hotel reservations when required, coordinates ground transportation and other travel arrangements for CWS staff and visitors.
• Assist in preparing travel authorizations for travelling staff.
• Assist in updating shared logistics resources.
• Assist in documenting resolutions for all issues raised in the issue logs after travel is complete, makes follow up with the vendors and updates the log with feedback.
• Liaise with Logistics Officers in Nairobi office on required logistics work.

Vendor Management (30%)
• Assist in maintaining a tracking system for all vendor invoices across the country office to ensure they are captured and processed in a timely manner.
• Assist in raising requisitions in the ERP system, review payments and reconcile vendors.
• Assist in reviewing monthly invoices for local taxi service providers, ensures correct rates are being charged and also identifies local versus regional travel expenses.
• Performs other duties that may be assigned to ensure the logistical support of operations related to official travel and other program objectives.

Additional Responsibilities (10%)
• Maintain proper filing of emails in the logistics mailbox.
• Any other duties as may be assigned.

Qualifications
Experience:

• Four (4) years of paid relevant work experience is required.
• Administrative experience is preferred.
• Knowledge in Amadeus booking tool is preferred.

Skills:
• 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

Education & Certifications:

• Bachelor’s Degree or its equivalent in Logistics, Supply Chain, Procurement, Business Administration, or four (4) years working experience required in lieu of a bachelor’s degree.

Abilities:
• 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.

Important Requirements:
• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

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