Travel Administrative Assistant

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Our Values

At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this

Purpose

We are seeking a proactive and detail-oriented individual to join our team as a Travel Administrative Assistant. This role plays a vital part in supporting travelers and ensuring smooth travel operations within our organization. If you are organized, customer-focused, and thrive in a dynamic environment, we encourage you to apply.

Accountabilities & Functional responsibilities

• Support Travelers: Assist travelers in resolving issues related to travel policy, processes, and tools, either by resolving cases independently or escalating them to the appropriate team.
• Guidance and Booking Assistance: Provide guidance to end users on completing bookings online or offline, occasionally performing bookings on their behalf. Ensures data quality standards are met including reporting elements and traveler profile information. Follows best practices for booking and issuing tickets. Takes the initiative to solve problems and reports solutions to management.
• Tool Administration and Technical Issue Resolution: Serve as the administrator for various travel tools, including traveler profiles database, travel approvals, and hotel bookings systems. Diagnose and escalate technical issues to the appropriate support team when unable to resolve them independently.
• Policy Compliance: Ensure adherence to travel policies and regulations, escalating cases of non-compliance as necessary. Ensures service delivery and customer satisfaction. Supports organization objectives, technologies, and initiatives. Upholds company policies and procedures; makes suggestions for quality improvements or efficiencies.
• Data Management and Improvement: Identify discrepancies in travel system data and collaborate with relevant teams to rectify them. Contribute to the enhancement of travel policies in coordination with the ICRC Travel Management Team.
• Communication and Follow-Up: Ensure timely follow-up on all messages and correspondence related to work, liaising with relevant stakeholders and departments.
• Monitoring and Optimization: Monitor challenges in travel processes, propose solutions for improvement, and contribute to the optimization of strategies.

Professional Experience required / Certifications / Education required

• 2 or more years related Business Travel experience or equivalent combination of education and experience.
• Good knowledge of the English language (written and spoken) is a must.
• Knowledge of French and/or Spanish (written and spoken) is an asset.
• Overall understanding of technology platforms, GDS functions, Microsoft applications and MS Office Package is a strong asset.
• Computer skills, including Microsoft Office suite, SharePoint, and HCL Notes.
• Strong organizational and communication skills.
• Ability to work effectively in a fast-paced and multicultural environment.
• Commitment to upholding organizational values and promoting compliance with policies and regulations.
• Motivated by the humanitarian work.

Additional information

• Type of role: Administrative Assistant 1 (800009)
• Working rate: 100%
• Location: BSSC (Tresnjinog cveta 1, Belgrade)
• Length of assignment: Open-ended
• Type of position: Resident (The vacancy is open only for persons with Serbian citizenship or personal work permit in the Republic of Serbia)
• Application deadline: 09.05.2024.

If you are interested in this position, please send us your CV and Motivation letter in English.

Only shortlisted candidates will be contacted.

What we offer

• Work and progressive professional development in an exciting international environment.
• An inspiring opportunity to practice your profession in a humanitarian and multicultural organization.
• Stimulating benefits package.