Travel Assistant (AfCDC) at African Union Commission (AUC)

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Travel Assistant (AfCDC)

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Employer: African Union Commission (AUC)

Employment: Full-Time | Contract

Place of Work: Addis Ababa - Ethiopia

Salary: US $ 55,174.63 (annual)

Posted date: 4 months ago

Deadline: Submission date is over

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Job Description:

AU Values

• Respect for Diversity and Teamwork

• Think Africa Above all

• Transparency and Accountability

• Integrity and Impartiality

• Efficiency and Professionalism

• Information and Knowledge Sharing

Please download the African Union CV template here. Kindly fill it out correctly and upload it to the "Resume" tab of your profile. This is MANDATORY.

Organization Information

Position: Travel AssistantReports to: Travel OfficerDirectorate/Department/Organ: Africa CDCDivision: Supply Chain DivisionNumber of Direct Reports: 0Number of Indirect Reports: 0Job Grade: GSA5Number of Positions: 2Contract Type: Fixed TermLocation: Addis Ababa, Ethiopia

Purpose of Job

The Travel Assistant will assist in delivering a travel management service to business units at Africa CDC. Thus, the incumbent is required to effectively and efficiently support the travel requirements of personnel travelling on official mission, travels related to staff benefits and official visitors travelling on behalf of Africa CDC.

Main Functions

• Assisting with the booking of flights, hotels, rental cars, and other transportation as needed for employees or clients.
• Compiling and organizing travel itineraries, including flight schedules, hotel reservations, meeting details, and any other relevant information.
• Helping travelers with expense reporting, including collecting receipts, filling out expense forms, and submitting reimbursement requests.
• Ensuring that travelers have all necessary documentation for their trips, such as passports, visas, and travel insurance information.
• Serving as a point of contact for travelers, helping with travel-related inquiries, changes, or emergencies, and communicating travel policies and procedures.
• Ensuring that travel arrangements and expenses comply with company travel policies and guidelines.
• Liaising with travel vendors such as airlines, hotels, and car rental agencies to arrange bookings and resolve any issues that may arise.
• Assisting with the coordination of travel schedules and appointments, including scheduling meetings, conference calls, and other events.

Specific Responsibilities

• Assist in coordinating and booking transportation (flights, trains, rental cars, etc.) and accommodations for business travel.
• Support travelers with travel-related inquiries, procedures, and documentation.
• Maintain organized records of travel itineraries, reservations, and expenses.
• Assist in processing travel expenses claims and reimbursements.
• Liaise with travel agencies, airlines, hotels, and other service providers to gather information, make reservations, and resolve issues.
• Prepare and distribute travel itineraries, tickets, and relevant information to travelers.
• Assist in researching travel options, including cost-effective routes and accommodations.
• Help ensure compliance with travel policies, regulations, and budgetary guidelines.
• Provide administrative support to the Travel Officer or Manager, as needed.
• Perform other duties related to travel coordination and administration, as assigned.

Academic Requirements and Relevant Experience

Diploma in Travel management, Business Administration, Hospitality Management, Tourism or related studies with a minimum of three (3) years of work experience in travel management in an organization setting. OrBachelor’s degree in Travel management, Business Administration, Hospitality Management, Tourism or related studies with a minimum of 2 years of work experience in travel management in an organization setting.

• Certifications such as Certified Travel Associate (CTA) or Certified Travel Counselor (CTC) is an added advantage
• Experience in coordinating travel arrangements for individuals or groups, including booking flights, accommodation, and transportation, and helping with visa applications and other travel-related documentation.
• Experience managing corporate travel programs, including negotiating contracts with travel vendors, developing and implementing travel policies, and overseeing travel expense management.
• Experience administering travel programs within an organization, including managing travel booking systems, processing travel expenses, and providing support to employees with travel-related inquiries.

Required Skills

• Excellent verbal and written communication skills in any of the AU working languages (Arabic, English, French, Portuguese, Kiswahili and Spanish) and working knowledge in other AU Languages will be an added advantage.
• Ability to perform various administrative tasks such as scheduling appointments, managing calendars, filing documents, and maintaining records related to travel arrangements.
• Strong organizational skills to coordinate travel itineraries, handle multiple tasks simultaneously, and ensure that travel plans are executed smoothly.
• Excellent customer service skills to assist travelers with their needs, address inquiries or concerns promptly, and ensure a positive travel experience.
• Proficiency in using computer software and applications commonly used in travel management, such as booking systems, expense management tools, and Microsoft Office suite.
• Basic understanding of travel regulations, policies, and procedures, including visa requirements, travel insurance, and health and safety guidelines

Leadership Competencies

• Building relationships:
• Risk Awareness and Compliance
• Strategic Perspective
• Flexibility L1

Core Competencies

• Accountability awareness and Compliance
• Learning Orientation
• Communicating with impact
• Teamwork and Collaboration L1

Functional Competencies

• Trouble shooting
• Job Knowledge Sharing
• Task Focused
• Continuous Improvement Awareness

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TENURE OF APPOINTMENT:

The Appointment will be made on a fixed term contract for a period of one (1) year, of which the first three (3) months will be considered as a probationary period. Thereafter, the contract may be renewed for a similar period subject to funding availability, satisfactory performance and agreed deliverables.

GENDER MAINSTREAMING:

Africa CDC is an equal opportunity employer, and qualified women are strongly encouraged to apply.

LANGUAGES:

Proficiency in one of the AU working languages (Arabic, English, French, Kiswahili, Portuguese, and Spanish) is mandatory and fluency in another AU language is an added advantage

REMUNERATION:

The salary attached to the position is an annual lump-sum of US $ 55,174.63 (GSA5 Step 5) inclusive of all allowances for internationally recruited staff, and US$ 22,656.97 inclusive of all allowances for locally recruited staff of the African Union .

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