Applications are being accepted for appropriate individuals in IRC International to fill a vacant post listed in the daily Classified Source newspaper dated 06 November, 2023.
IRC International
Date Posted:
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06 November, 2023
Department:
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IRC International
Category | Sector
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INGO
Newspaper:
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Classified Source Newspaper
Education:
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Bachelor
Total Vacancies:
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Details in attached ads
Vacancy Location:
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Islamabad, Islamabad, Pakistan
Job Type:
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Full Time
Expected Last Date:
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17 November, 2023
Vacant Positions: Senior Regional Support Officer
SENIOR REGIONAL SUPPORT OFFICER
The IRC InternationalIslamabad is now seeking for a Senior Regional Support Officer.
Major Responsibilities: Senior Regional Support Officer
.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
Before the Closing Date: 17 November, 2023, interested candidates should email their CVs (necessary documents as per the attached adverts). The job title must be clearly stated in the subject line of the application for the employment. Equal Opportunity is provided by IRC International to all equally eligible candidates.
