Business Unit:
ICD - Islamic Corporation for Development
Division:
Administrative Services and IT Support ICD
Department:
Corporate Support Department ICD
Contract type:
Temporary Staff
Location:
Saudi Arabia - Jeddah
Closing date:
17-Dec-2021
Role Purpose:
To support the Administrative services in organizing, booking, tracking and handling travel arrangements and requirements (tickets booking, hotels, transportation etc.) for ICD staff and visitors in an efficient and timely manner in accordance to the relevant ICD rules and regulations.
Key Functional Accountabilities and Activities:
Travel Booking and Arrangement:
- Receive all the incoming flight/travel requests from ICD Departments and/or visitors to book flights accordingly.
- Source and provide travel options according to the requirements submitted and provide final itineraries in cost efficient manner.
- Making reservations at hotels, rentals cars or other modes of transportation as required in a cost-efficient manner.
- Work with Travel Agency to verify travel details and arrange reservations using existing flight schedules as well as Internet resources in a cost-efficient manner.
- Maintain a database of all the potential local/international travel agents/agencies and companies to meet the travel needs of ICD staff members.
- Coordinate the tentative itinerary with the respective travelers for confirmation.
- Ensure all required approvals are in place before booking/issuing the tickets.
- Review and validate travel associated invoices with actual transactions and obtain necessary approvals before processing the payment.]
- Work with Travel Agency to verify travel details and arrange reservations using existing flight schedules as well as Internet resources in a cost-efficient manner.
Meeting Rooms’ Booking:
- Support the administration team in maintaining and scheduling the meeting rooms system and booking meeting rooms as required.
- Propose ideas to improve provided services and event quality.
- Organize facilities and oversee all event’s details such as decor, catering, entertainment, transportation is as per the required standards and specifications.
Concierge Services:
- Provide a list with corporate rate hotels, car rentals and chauffer services.
- Establish & maintain relationships with hotels/resorts, amusement parks and other service providers providing corporate rates and special deals for staff.
- Administrate, facilitate, monitor all accommodation requests for ICD’s guests by utilizing the corporate rates agreements.
Administrative Support:
- To perform any other duties/activities as instructed by the Line Manager/Supervisor.
Qualifications/ Professional Experience:
- At least 3 years of experience in Travel management or Administrative services.
- Associate Diploma in Business Administration, IT or similar discipline is a must.
- Internationally recognized professional certification (Accredited Certificates) is an added advantage.
Language Skills:
Capable of communicating in two of the working languages (Arabic, English and French) of which English is a must.