Travel Approvals Support

Line of Service

Internal Firm Services

Industry/Sector

Not Applicable

Specialism

IFS - Internal Firm Services - Other

Management Level

Associate

Job Description & Summary

Office Management
Job Description

 Travel Approvals Associate

Job title
 Travel Approvals Associate
Level
Associate
Reports to 
Travel Operations Lead
Supervises
NA
Location
 Jordan / KSA / Lebanon
Position summary
The Travel Support Team sits within the Operations team and  is responsible for the implementation/administration of travel booking and management activities.
 
The Travel Support Team is responsible for setting, monitoring and continuously improving the firm’s transportation processes including where appropriate travel-related vendor management.

The Travel Support manages all day to day activities around air/ground transportation, visa requirements and hotel reservations.
 

Primary duties and responsibilities
Financial
Support day to day activities in light of the Travel Expense and travel approval principles, ensuring accurate reflection within the Travel Management System for all staff
Drives and supports a culture of long-term saving on travel and visa costs
Tracking and upwards reporting of all savings made within the travel team 
Works with Travel Operations Lead to drive cost efficiencies in processes
Monitors and records LPO’s and invoices
Customer
Responsible for day to day delivery of travel support activities including offline / multi leg and out of policy bookings and approvals 
Provide first level response on travel queries and escalates complex requests to the Travel Operations Lead 
Monitor external service provision by vendors and flags service issues to the Travel Operations Lead as appropriate
Completes reviews and audits of rates displayed within the firm's online booking system (KDS) and highlights errors or anomalies to the Travel Operations Lead as appropriate.

Input of visa application data onto computer systems and assist with application retrievals, monitor the application status and searches.

Offer professional and up to date visa advice on rules and regulation mainly to the Middle East countries.

Works flexibility to accommodate peak times of travel e.
g.
 busy season and graduate induction travel times 

Internal Process
Supports, reviews and recommendations ways to optimise travel spend including:
Tickets pricing alignment with market 
Travel patterns
Out of policy bookings
Monitors out of policy expense bookings and highlights to the Travel Operations Lead as appropriate
Promotes and monitors compliance to the firm's travel booking policy 
Educates and advertises the travel booking processes and procedures to travellers
Supports the Business Resilience travel  approval process
Provides on the job training for employees on the us of the use of the firm's online booking system (KDS) 
Effectiveness in the visa area is about being objective; using sound judgment, evidence and knowledge to provide accurate, expert and professional visa advice.

Delivering timely performance with energy and taking responsibility and accountability for quality outcomes.
 
Additional tasks as assigned by the management
Learning & Growth
Adheres to policies and procedures 
Act as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed
Knowledge, skills, and abilities
Education
Bachelor’s Degree 
Language
Fluency in English required, proficiency in Arabic is an advantage
Overall Experience
1+ years of experience 
Specific Experience
Experience in travel management agency and/or call center
Knowledge and Skills
Strong customer service orientation
Organisation, thoroughness, eye for detail, time management skills and proactivity 
Strong verbal and written communication skills 
Good knowledge in computer skills and managing databases
Ethical Conduct

Education (if blank, degree and/or field of study not specified)

Degrees/Field of Study required:

Degrees/Field of Study preferred:

Certifications (if blank, certifications not specified)

Required Skills

Optional Skills

Desired Languages (If blank, desired languages not specified)

Travel Requirements

Not Specified

Available for Work Visa Sponsorship?

No

Government Clearance Required?

No

Job Posting End Date