Travel Management Assistant

Key Duties and Responsibilities:

The Travel Management Assistant is responsible for;

Reception:

• Customer liaison
• Daily secretariat services
• Assistance to admin departments

Fleet management:

• Daily trips
• Field trips
• Car maintenance

Internal Control:

• Receipt of invoices
• Settlement of field trips
• Fuel and cost follow-up

Specific Tasks

• The Travel Management Assistant performs the following tasks:

Reception:

• Liaising with customers in a service-oriented manner on behalf of the office by providing professional phone services, personally welcoming visitors and maintaining a high standard in the reception area.
• Performing reception and secretariat services daily
• Ensures creation and/or regular updating of a list of contacts and addresses (telephone, e-mail).
• Sorts and distributes incoming correspondence (e-mail, other official documents)
• Makes photocopies and scans documents

Fleet management:

• Is responsible for all the official documents of the vehicles, this includes vehicle files.
• Ensures that all vehicle keys and office keys are kept in a safe and inaccessible place for safety and security.
• Tracks all the third party and comprehensive insurance for all GIZ project vehicles.
• Fleet management / regularly servicing and looking after all official programme vehicles.
• Taking account of all available information on road conditions, accessible routes, and locations.
• Coordinates the deployment and schedule of the driver’s trips.
• Monitors office driver logbooks records and performs regular spot checks on correct and consistent entries in accordance with GIZ Standards.
• Compiles driver reports on car conditions such as repairs, regular general vehicle service and needed vehicle replacements.

Internal Control:

• Receipt of invoices and pre-checking before handing over to the responsible technical teams.
• Settlement of field trips as per GIZ’s travel regulations.
• Fuel and cost follow-up as per PnR.

Qualifications, Skills and Experience:

• Uganda Advanced Certificate of Education (UACE)
• Possession of a valid driver’s license.
• Defensive driving certificate (attained within the last 2 years).
• Training in fleet management is an added advantage.

Details of experience

• At least 2 years of professional experience in a comparable position

Knowledge, skills and competences

• Good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office).
• Strong Customer Service skills
• Very good written and oral knowledge of English.
• Politeness and helpfulness in dealing with visitors.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
• Knowledge about general fleet management compliance and regulations.
• Car maintenance and fuel follow-up knowledge

How to Apply:

Applications and CVs should be in one document and a maximum of 5 pages only and sent electronically, quoting the position and reference number.

Please include name and contact of three references. One official reference from your current workplace is a MUST.

Eligible candidates are encouraged to apply to the Head of Human Resources, GIZ Uganda by email to [email protected]

Deadline: 1st September 2024 by 11:59 pm (EAT)

NB: Only shortlisted candidates will be contacted