Job::Logistics - Travel Assistant

Child Safeguarding:
Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE: The Logistics - Travel Assistant will provide logistics support in relation to all travel related activities in the Tanzania CO for visitors and staff and will report on the same.

SCOPE OF ROLE:   Reports to: Logistics Coordinator/Manager Dimensions: Save the Children has been operational in Tanzania since 1986 providing support to children through developmental and humanitarian relief programmes delivered in support of GoT priorities and policies both directly and through local partners.  Current programming focuses on child protection, child rights governance, education, nutrition, HIV/TB and emergency response.  In 2012, as part of a global reorganization process, Save the Children combined programmes of SCUK, SCUS and SC Sweden to create a single operation in Tanzania.  We currently have an operational presence in Lindi, Shinyanga, Zanzibar, Mbeya and Kasulu and we work through partners in other parts of the country. We employ nearly 100 staff and have an annual operating budget of approximately $10 million.

KEY AREAS OF ACCOUNTABILITY: Be the initial point of contact for sharing all information regarding travel to Tanzania for all visitors and have a checklist of all documents and processes required for receiving visitors including PDI, Visa guidance and contact in HR etc. Responsible for advising and coordinating on international fight bookings for staff travelling overseas or arriving from overseas through the SCI Diversity system. As flight bookings for/from visitors are confirmed, also make requested accommodation bookings upon receipt of signed PR. Responsible for making required taxi bookings for receiving visitors to the Dar office related to flight bookings (while the Logistics Assistant is responsible for daily taxi bookings). Communicate in timely way to all concerned on the flight, accommodation and taxi arrangements for shared knowledge and follow up communication/support as may be required. Responsible for all internal flight bookings upon receipt of an approved PR and TAR if required and related taxi bookings to and from the airport with timely communication to the staff and receiving location. Ensure budget codes are included. Lead on the process for bookings for conferences/workshops and related hotel accommodation after receipt of signed PR and with advice from the Logistics Manager as required. Receive and prepare payment requests to Finance for invoices relating to flights, accommodation, conference/workshops and all taxis usage related to flight bookings. Seek advice and support from the Logistics Manager as required. Other General Support activities Assist and implement standard Save the Children logistics systems and procedures.  Support the Logistics Coordinator/Manager in the collation of the country logistics KPIs.  S/he may be required to carry out inductions with new staff on aspects of their role and areas of expertise. As a member of the Operations/Logistics team, she/he will work collaboratively with the team members to ensure good coordination, communication, planning, and customer service to staff and the programme, including providing cover for, and support to others and undertaking any reasonable additional duties as delegated by the line manager. Child Safeguarding All staff have an obligation to ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. They must conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse. All staff must ensure the way they are carrying out their work is not putting children at risk (or further risk).

SKILLS AND BEHAVIOURS (our Values in Practice) Accountability: Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved Ambition: Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same Widely shares their personal vision for Save the Children, engages and motivates others Future orientated, thinks strategically Collaboration: Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters Values diversity, sees it as a source of competitive strength Approachable, good listener, easy to talk to Creativity: Develops and encourages new and innovative solutions Willing to take disciplined risks Integrity: Honest, encourages openness and transparency QUALIFICATIONS AND EXPERIENCE: A Diploma in supply chain, logistics or procurement - desired 1-2 years’ experience working in similar role in an NGO or private commercial sector  ·         Excellent computer skills especially in MS Excel spread sheets and MS Word and Internet based communication. Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in with ability to raise up issues that need support for resolution. Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies. ·         Commitment to and understanding of Save the Children’s aims, values and principles. High level of integrity/confidentiality and ability to work as part of a professional team Highly developed interpersonal and communication skills including influencing, negotiation and coaching. Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures. Fluency in written and spoken English

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