Family for Every Child is seeking a Travel & Events Assistant.
Job Purpose: The Travel & Events Assistant is a central resource for the Secretariat, with a focus on supporting the Alliance Programme team and members, providing administrative and travel logistics support for member events and meetings, and ensuring travel security measures are adhered to.
Scope and Limits of Authority: The post holder is expected to organise their own day-to-day activities according to the overall priorities and timescales set, and to exercise sound judgement in many critical decision-making areas.
Key Responsibilities:
Member & Alliance Programme team travel logistics
Supporting Alliance Programme colleagues in managing all aspects of team and member travel including sourcing flights and accommodation, liaising with travel agents, supporting visa applications, personal requirements
- Ensuring that the necessary authorisation and travel security procedures are adhered to, including risk analysis of destinations and supporting colleagues to complete travel risk assessments with members
- Processing travel invoices for payment
- Ensuring travellers’ personal needs are met including dietary requirements
- Supporting travellers during travel with ad-hoc issues
- Supporting members with ‘grant’ processes for travel expenses
- Supporting travellers with travel insurance claims
Member event & meeting planning & logistics
- Supporting Alliance Programme colleagues in managing all aspects of arranging in-country meetings and travel schedules for the visiting staff/members
- Supporting the event planning for face to face member events including:
- Researching venues and venue selection
- Booking and arranging requirements with the venue
- Arranging catering requirements
- Travel logistics (as above)
- Supporting content and schedule planning
- Sourcing and supply of equipment
- Organising interpretation/translation
- Arranging printing and delivery of materials
- Onsite event support (if attendance is required)
- Supporting the event logistics arrangements of the bi-annual Forum and General Meeting, working closely with the outsourced events management company to support all aspects as above, from the pre-planning stage to delivery
- Completing the event wrap up including de-briefing with event managers, checking in on attendees, making sure all expenses are claimed, materials and equipment are returned, and that payments go through on time etc.
General administration and travel logistics support
- Supporting colleagues with efficient communication and the provision of administrative and logistics support across the Alliance, including the Board as well as the wider Secretariat.
- Undertaking any other reasonable duties as required to support effective administration across the Secretariat and wider Alliance
Application deadline is Sunday 2 June