Job: Technical Officer Travel

Location: Jakarta 
Deadline: Monday, 07 October 2013 

Description

Background:

The Association of Southeast Asian Nations (ASEAN) Secretariat is the nerve centre ofASEAN, a regional inter-governmental organisation founded in 1967, to promote peace andstability, sustained economic growth, shared prosperity and social progress. It comprisesthe ten countries of Southeast Asia.

The entry into force of the ASEAN Charter on 15 December 2008 had provided newimpetus to ASEAN's integration efforts by establishing a legal and institutional frameworkrequired to achieve the ASEAN Community by 2015. This includes the newly approvedorganisational structure of the ASEAN Secretariat (ASEC) that is aligned to therequirements of the Charter and the three Blueprints of the ASEAN Political-SecurityCommunity (APSC), the ASEAN Economic Community (AEC), and the ASEAN Socio-CulturalCommunity (ASCC).

The ASEAN Secretariat is therefore well positioned to provide thenecessary functions required to effectively support the community building process underthe Charter and the Blueprints.Currently the ASEC is looking for a qualified candidate to fill the position of TechnicalOfficer Travel, who will work under the Admin, Protocol & Conference Services Division,Corporate Affairs Directorate, Community & Corporate Affairs Department. This divisionis responsible to manage ASEC's internal administration and facilities, procurement,logistics, vehicle fleet, travel, security, all aspects of protocol, formality and procedure,and to provide other operational supports where required.

Duties and Responsibilities:

The duties will cover, but not limited to, the following:

1. Manage all air-ticket booking and travel related requests

• Facilitate all official air-ticket bookings and travel related services.

• Ensure air tickets & itineraries issued by travel agent are based on the ASEAN Secretariat rules.

• Answer routine requests from staff on travel related issues as appropriate.

• Assist staff in emergency booking or changing the schedules when it is necessary.

2. Monitor air ticket payment and flow of invoices

• Cross check and ensure that all invoices submitted by travel agent are correct according to Travel Authorization and no extra charge to ASEAN Secretariat,

• Coordinate with Desk Officers for the invoices of air tickets to be charged to the appropriate/relevant Project and Trust Funds.

• Coordinate with concerned staff and monitor the payment of all air tickets paid bysponsored organizations.

• Prepare request for payment of air tickets to Finance & Budget Division (FBD).

• Verify refund of cancelled tickets and prepare report FBD accordingly.

• Ensure payment schedules are done in a timely manner.

3. Carry out administrative procedures and related tasks

• Compile travel authorization, home leave and other travel related documents as appropriate.

• Monitor the performance and service provided by the travel agent and ensure that they are in compliance with the contract.

• Maintain the booking and payment procedures.

• Assist the supervisor(s) in periodic review the relevant booking and payment procedures,

• In coordinate with travel agent, keep ASEAN Secretariat staff informed on the flightschedules of major routes in the ASEAN countries.
• Maintain good relations with major airlines and establish corporate rates.
• Perform other relevant duties as assigned by the Assistant Director, Senior Officer and/or higher authorities of the ASEAN Secretariat.

Qualifications and Experience:

• Bachelor degree from related field or dicipline with minimum five (5) years relevant working experience in travel planning, coordination, and ticketing in a multinationalcorporation or an international organisation. Applicants with advanced degree withthree (3) years relevant working experience is preferred.

• Demonstrated ability to operate on-line travel reservation system, such as the Galileo Reservation System and/or ABACUS system.

Demonstrated ability to plan and organise tasks and work flows, with proven ability for

accuracy under pressure and adherence to deadlines.Demonstrated ability to develop and maintain sound working relationships withstakeholders.Demonstrated commitment to collaborative work practices.Demonstrated sound oral and written communication skills and sound interpersonalskills, including experience in cross-cultural environment and international settings.Proven skills in problem solving in a complex organisational environment and in workplanning.Ability to multi-task, work long and irregular hours, perform tasks outside the usual jobscope, and willingness to travel frequently on short notice.Good command of English, written and spoken.Competency in computer skills with adequate knowledge of Microsoft Office andOutlook where relevant to the position.Successful candidate will be offered the post with a probation period of six months andmonthly salary commensurate with his/her personal qualifications starting from IDR5,000,000. There are other applicable benefits which include monthly transportationallowance, outpatient medical reimbursement, hospitalisation insurance, and an annualbonus of a month's basic salary. Upon completion of the probationary period, the candidatewill be confirmed on an initial up to three-year contract, inclusive of the six-monthprobationary period.Remuneration and Benefits:Send your application to asean.hr@asean.org highlighting your suitability and potentialcontribution to the position together with a detailed CV, including a recent passport-sizedphotograph and certified true copies of educational certificates obtained, and completedEmployment Application Form, which can be downloaded at www.asean.org.How to apply:Please indicate on the subject heading: Application for Technical Officer Travel.Application papers should reach the ASEAN Secretariat by 7 October 2013.The Selection Committee's decision is final and only short-listed candidates will be notified.Incomplete applications will not be considered.******
More Info and Application