Senior Travel and Logistics Assistant

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.

Experience

Qualifications

• 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.

Special Requirements

• COVID-19 Vaccination is a requirement for all successful candidates
• The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa
• This position is based in Kyaka, Uganda.
• This position requires use of laptops at all time, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
• Background check which includes references and an educational and criminal check is required before the start of employment for external applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical:This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental:Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• The US Embassy rates Uganda as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within Uganda and the region.
• This is a fulltime position.
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.

APPLY HERE: https://local-careers-cwsglobal.icims.com/jobs/3119/senior-travel-and-logistics-assistant%252c-uganda-national-hire/job?mode=apply&iis=LinkedIn