Travel & Events Assistant - homebased in the UK, Kenya or India

Family for Every Child
  • Location
    Home-based in the UK, Kenya or India, United Kingdom
  • Sector
    Non Profit
  • Experience
    Early Career
  • Apply by
    Jun-02-2019
  • Posted
    May 20

Position description

We’re looking for a super-organised and responsive person to coordinate our travel bookings and event planning for the members and staff of our international alliance.  The post-holder will be able to deal flexibly with multiple demands on their time, have great attention to detail, and will be able to communicate clearly and sensitively with travellers from all around the world.

Please see the full job description on our website. 

Key Responsibilities:

Member & Alliance Programme team travel logistics

  • Supporting Alliance Programme colleagues in managing all aspects of team and member travel including sourcing flights and accommodation, liaising with travel agents, supporting visa applications, personal requirements
  • Ensuring that the necessary authorisation and travel security procedures are adhered to, including risk analysis of destinations and supporting colleagues to complete travel risk assessments with members
  • Processing travel invoices for payment
  • Ensuring travellers’ personal needs are met including dietary requirements
  • Supporting travellers during travel with ad-hoc issues
  • Supporting members with ‘grant’ processes for travel expenses
  • Supporting travellers with travel insurance claims

Member event & meeting planning & logistics

  • Supporting Alliance Programme colleagues in managing all aspects of arranging in-country meetings and travel schedules for the visiting staff/members
  • Supporting the event planning for face to face member events including:
  • Researching venues and venue selection
  • Booking and arranging requirements with the venue
  • Arranging catering requirements
  • Travel logistics (as above)
  • Supporting content and schedule planning
  • Sourcing and supply of equipment
  • Organising interpretation/translation
  • Arranging printing and delivery of materials
  • Onsite event support (if attendance is required)
  • Supporting the event logistics arrangements of the bi-annual Forum and General Meeting, working closely with the outsourced events management company to support all aspects as above, from the pre-planning stage to delivery
  • Completing the event wrap up including de-briefing with event managers, checking in on attendees, making sure all expenses are claimed, materials and equipment are returned, and that payments go through on time etc.

Qualifications

Education, qualifications, knowledge and experience

Essential:

  • Educated to UK A level (international Level 3) or equivalent qualification or experience
  • Direct experience of arranging complex international travel schedules and booking trips for multiple travellers and individuals
  • Experience of supporting safe travel to insecure locations
  • Direct experience of making arrangements for large events in different countries
  • Strong administration experience including supporting invoice/expense processing
  • Experience of effective communication at all levels across an organisation
  • Experience of operating in an organisation in which a facilitative and consultative style of working is appropriate
  • Experience of working in a multicultural setting, demonstrating understanding of working internationally
  • Experience of working remotely or with remote-working colleagues and of working  as part of an international team

 

Desirable:

  • Experience of working within a network organisation
  • Experience of working with Google Apps

 

Skills and personal attributes

Role specific skills

  • Attention to detail
  • Ability to build strong working relationships with people from different cultures and with different levels of experience of international travel
  • Excellent prioritisation and time management skills, having used different time management tools and software would be advantageous

The following skills and personal attributes are expected of all staff:

  • Flexible and adaptable; willing to contribute to other streams of work and across teams
  • Bringing a results focused, open and collaborative way of working to all you do to include agility, flexibility and a ‘can do’ mentality, supporting colleagues to thrive in a remote working environment.
  • Highly skilled communicator, in different formats, capable of working across languages and cultures with a high level of fluency in English (using translation and interpretation support as relevant)
  • Flexibility to work outside typical working hours and days and across time zones, including where needed the possibility to work up to two hours per day between 9am and 12.30pm UK time
  • Highly organised and self-motivated, able to manage and deliver on multiple concurrent tasks
  • Competent IT proficiency across a range of packages, able to learn quickly and troubleshoot problems independently
  • Ability to use initiative and work without close supervision, working both as part of a team and as an individual
  • Excellent command of English (oral and written) is a must, but working knowledge of Spanish, Portuguese, Russian, Arabic or French is appreciated to broaden the range of language skills within the Secretariat

Application instructions

If you believe you are the person we are looking for, we want to hear from you!

Please visit our website for the full Job Description and complete the online application form.

https://familyforeverychild.org/vacancy/travel-events-assistant/

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