Senior Regional Support Officer - Remote

Background/IRC Summary:

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At-work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. IRC leads the way from harm to home.

Job Overview/Summary:

We are seeking a highly organized and detail-oriented senior support officer for Asia region to join our team. As a sr. support officer, you will be responsible for coordinating all travel arrangements for Asia regional and hosted staff in Pakistan, including booking flights, accommodations, transportation, and visas. You will ensure compliance with organizational travel policies and guidelines along with overall cost effectiveness and efficiency.

Major Responsibilities:

Travel Administration

Ticketing

• Obtain travel information from staff such as travel dates, destinations, preferred airlines, and seating preferences.

• Compare prices, availability, and other factors such as flight duration, stopovers, and departure times to find the best option.

• Confirm the travel details with the staff member to ensure the accuracy of the information and that the chosen option is suitable.

• Book the selected flights and issue tickets for the staff member.

• Provide a detailed itinerary to the staff member, including flight numbers, times, and confirmation numbers.

• Update the travel records to reflect the new bookings.

• Monitor flights for any schedule changes or cancellations and make necessary adjustments to the travel arrangements.

• Facilitate payments for the flights, either by charging the company's travel account or reimbursing the staff member if required.

• Follow up with the staff member after the trip to ensure the travel arrangements met their needs and make any necessary adjustments for future bookings. Hotel Accommodation

• Determine the dates of travel and the location where the staff will need accommodations.

• Research available hotels in the area and review their prices, amenities, and location to determine the best option for the staff.

• Check for any special requirements the staff may have, such as accessibility needs or dietary restrictions, and ensure that the chosen hotel can accommodate these needs.

• Contact the hotel to inquire about room availability and confirm the reservation details, such as the room type and rate.

• Negotiate with the hotel to secure a competitive rate, if applicable.

• Provide the staff with the details of their hotel reservation, including the hotel name, address, check-in and check-out dates, room type, and rate.

• Confirm the reservation with the hotel a few days prior to the staff's arrival to ensure everything is in order.

• Provide the staff with any necessary instructions, such as how to access the hotel, check-in procedures, and emergency contact information.

• Monitor the hotel reservation to ensure that any changes or cancellations are made in a timely manner, and notify the staff of any updates.

• Keep detailed records of all hotel reservations made, including dates, rates, and confirmation numbers, and ensure that all associated expenses are accounted for in the travel budget. Visa Facilitation

• Reviewing visa requirements and ensuring that all necessary documentation is submitted on time.

• Coordinating with staff members to obtain necessary information and documentation for visa applications.

• Completing visa application forms accurately and completely.

• Liaising with relevant embassies and consulates to track visa applications and expedite the process if necessary.

• Communicating with staff members to provide updates on the status of their visa applications.

• Advising staff members on visa application procedures and any additional requirements or documentation needed.

• Ensuring that all visa-related expenses are documented and processed accurately and in a timely manner.

• Maintaining accurate records of visa applications and related documentation.

• Coordinating with travel and logistics teams to ensure that staff members have appropriate visas before travel.

• Providing support and guidance to staff members who encounter issues or challenges during the visa application process. Meeting/Workshop Administration

• Determine the meeting objectives, attendees, and dates.

• Research potential meeting locations and venues in the host country.

• Coordinate with the host country's embassy or consulate to determine visa requirements and obtain any necessary documents.

• Book flights for attendees, ensuring that they arrive and depart on the desired dates.

• Reserve hotel accommodations for attendees, based on their preferences and budget.

• Arrange for transportation to and from the airport and meeting venue.

• Book meeting rooms and any necessary audio-visual equipment.

• Arrange for catering and refreshments during the meeting.

• Confirm all arrangements with attendees and the meeting venue prior to the event.

• Maintain a budget for the meeting and ensure that all expenses are within the approved limits.

• Obtain receipts for all expenses and prepare a report for management.

• Assist in organizing and planning for conferences, workshops, and trainings upon request and according to the established procurement procedures

• Prepare all Admin related PRs in liaison with the SC and the supervisor and follow up on timely deliveries.

• Maintaining an effective filling system both in soft and hard copies for all administrative & travel related documents.

• Perform any other relevant logistical/administrative support task as assigned by the supervisor

Key Working Relationships:

Position Reports to: Sr. Regional Programs and Support Manager – Asia Position directly supervises: N/A Other Internal and/or external contacts:

Internal:

-Regional Team – Asia

-Country Programs Teams: Supply Chain, Finance and Logistics

-Frequent contact with CO PK Supply Chain and Finance

External:

-N/A

Job Requirements:

Education:

Bachelor’s degree in a related field i.e., Business Administration - or equivalent experience

Work Experience:

Approximately 4-5 years related non-profit admin/supply chain roles that require substantial cross-departmental collaboration to deliver in a fast-paced work setting.

Demonstrated Skills and Competencies:

• Strong organizational skills to manage multiple tasks and priorities effectively.

• Attention to detail to ensure accuracy in travel arrangements and record-keeping.

• Excellent communication and interpersonal skills to work effectively with a diverse group of stakeholders, including staff, volunteers, vendors, and management.

• Knowledge of travel regulations, including visa requirements, health and safety protocols, and travel insurance.

• Negotiation skills to secure the best possible rates for travel and accommodations.

• Budgeting skills to manage travel expenses within approved limits.

• Analytical and problem-solving skills to identify areas for improvement in travel processes and procedures.

• Proficiency in travel booking software, Microsoft Office, and other relevant computer applications.

• Ability to work independently and as part of a team to achieve organizational goals and objectives.

• Flexibility and adaptability to adjust travel arrangements as needed due to unforeseen circumstances.

• Cultural sensitivity and awareness of global customs and practices.

• Ability to prioritize and manage time efficiently.

• Ability to handle stressful situations and make sound decisions under pressure.

Language Skills: English language proficiency is a must.

Working Environment: The position is based in Pakistan/Remote with standard office work environment.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.