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  • Job reference: RMS0139808

Travel Coordinator (People Logistics - O&G)

  • Sector: Commercial
  • Location: Dubai
  • Job type: Contract
  • Date posted: 24/03/2014
  • Time left:
    d h m s
This vacancy has now expired.
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The Company:
International Oil and Gas Company

The Role:
JOB DESCRIPTION: This position is an individual contributor role that is part of a functional logistics team providing travel and visa support to our clients Projects in Iraq. The role will require a high level of knowledge and experience relative in the travel industry or Oil and gas industry. Must be a self starter and be able to work independently. Will be Dubai based representative of Iraq Travel Team.

ACCOUNTABILITIES: Travel-Related Duties
• Ensure that personnel travelling to/from Iraq for our client are aware of relevant travel and security policies and procedures.
• Monitor relevant procedures and keep up to date with any procedure/policy changes and adapt their practices accordingly.
• Manage Iraqi visa applications that are submitted through Dubai Iraqi embassy.
• Coordinate Charter flights for Leadership as/when required.
• Acts as the Iraq Travel Team central point of contact and knowledge in Dubai for the monitoring of travel related supply and service standards.
• Prepares Manifests for flights into Iraq which will require visits to the Dubai International Airports to ensure that any changes/delays are reported immediately and appropriate actions taken as stipulated in Iraq Travel Team procedures.
• Update “iLogistical” database as/when required in coordination with GLMS implementation team.
• Prepare various reports through “iLogistical” database.
• Create CWT Travel profiles as/when required ensuring appropriate cost codes are entered.
• Report any ‘near miss’ incidents as per client procedures inclusive of no-shows and unannounced arrivals.
• Arrange bloods/medical appointments for client personnel and update records accordingly.
• Liaise with Airlines and Visa providers as/when necessary and filter visas and travel bookings to the relevant Iraq travel team members.
• Monitor and ensure compliance with clients Policies and Procedures.
• Respond to requests within current service levels.
• Engage with customers to ensure complaints/feedback is dealt with in a timely fashion.
• Attend weekly HEAT sessions and provide short presentation on travel requirements to Iraq.
• Provide on boarding to first time travellers to Iraq.
• Collate key performance indicators on a weekly basis.
• Ensure possible improvements to process, procedure and performance are captured in Iraq Travel Team Improvement Plan.
• Mentor Iraqi trainees as/when required.
• Act as Ambassador for client at all times demonstrating clients core values and behaviours.

Administrative Support Duties
• Maintains accurate records on client Travel Team shared folder and ensures instructions to travellers are accurate, clear and time related.
• Provides administration support to Logistics Department as requested on an ad hoc basis.
• Raises requisitions in SAP for travel, accommodation and medical expenses.
• Manage relevant functional email account ensuring all travel requests and emails are actioned in a timely fashion (as per current service levels).
• Archive emails and documents according to agreed team processes.

Important & Desirable:
• Have either Travel & Tourism certification or possess a minimum of 5 years experience in the travel industry.
• Arabic Speaking.
• Previous experience working in the Middle East and/or in Logistics and/or Oil and Gas industry.

Essential Skills / Qualifications:
• Must be highly organized and have a strong attention to detail.
• Ability to handle multiple tasks simultaneously in a fast-paced environment, set priorities, and work both independently and in a team environment.
• Posses the ability to adapt to changing conditions and work under pressure.
• Must be able to demonstrate experience in a customer service related role and possess effective interpersonal skills.
• Professional oral and written communication skills.
• Must be able to interact and communicate effectively with individuals (in English) at all levels of the organization in a diverse, multi cultural environment with tact and diplomacy.
• Must be willing to develop presentation skills.
• Be proficient in the use of Microsoft Office applications.
• Must have a professional appearance and manner.
• Recognised education or trade certification.
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