Travel & Housing Officer, IHD Office at Aga Khan University Hospital

Job Summary

The incumbent will be responsible for processing tickets, travel requirements and travel-related documents for IHD staff and guests.

Responsibilities

• Work in close coordination with the vendors to ensure that services are provided promptly to the IHD staff, including emergency and last-minute travel requests.
• Improve travel services and work closely with the travel vendors to ensure that the services are as per the agreement. Verifying invoices for payments against service rendered.
• Ensure that fare construction on all tickets is issued by the travel agents and/Airlines, to ascertain that fare quotations given are for the most direct and economical routes
• Ensure that changes and cancellations requested are reissued and tickets refunded accordingly
• Coordinate airport transfers and ground transportation for IHD staff and guests with the dispatch department and other AKU entities
• Ensure staff travelling have valid tickets and other documents such as travel insurance
• Handle any complaints related to travel and resolve matters efficiently.
• Ensuring that all approvals are granted before initiating any process and documentation available for accountability.
• Handling and organizing group bookings and logistics in liaison with the accredited hotels, travel agents and dispatch departments. Ensure IHD staff have been accorded the services negotiated for by service providers, and take immediate action where services are not optimal
• Processing booking vouchers and Local purchase orders to guarantee the hotel bookings in conjunction with the procurement department.
• Coordinating airport transfers and ground transportation for IHD staff and guests travelling
• Verifying invoices for payments from the hotels against terms/ contracts/policies and actual services rendered.
• Ensure that payments for all accommodation requests are processed promptly
• Processing visa letters for IHD travelling and offering any visa-related guidance to staff as needed
• Ensure travel insurance covers are issued for staff travelling for official purposes.
• Ensuring that payments are processed in good time.
• Ensuring that the online system works well and resolves any arising issues.
• Generating reports on the usage
• Handling meet and assist services for IHD guests.
• Reviewing accommodation claims and supporting documents from staff members to ensure that reimbursement is tied to the most economical hotel option and reasonable quote.

Requirements

• Diploma and /or Degree in Tours & Travel or equivalent.
• At least 3 years of working experience in a busy Travel agency or Airline.
• Proficiency in ticketing booking system.

Personal Characteristics

• Ability to work independently and as part of a team.
• Understanding the needs and concerns of internal and external customers.
• Self – Motivated person.
• Flexible approach.
• People skills.
• Excellent customer care skills.
• Ability to meet strict deadlines
• Problem solving skills
• Excellent organizational skills
• Be able to handle pressure and take criticism positively