Associate: Travel

2 weeks ago

Kailash Colony Delhi Delhi, India India HIV AIDS Alliance Full time

**Main Functions**:
Under the supervision of the Senior Administrative Officer, the Associate - Travel & Event Logistics will support the effective functioning of the administrative department, with a specific focus on managing travel logistics and event coordination. This role involves handling end-to-end travel arrangements for staff and consultants, as well as overseeing the seamless planning and execution of workshops, events, and training programmes under various organisational initiatives.

The Associate will play a pivotal role in coordinating logistics for events and training sessions organised by Alliance India, ensuring efficient management of all related arrangements.

Additionally, the Associate will provide direct administrative support to the Chief Executive, ensuring smooth operations of the executive office. This includes managing special projects, preparing documents, presentations, and briefing materials for external engagements, and supporting strategic initiatives. The role also requires close collaboration with other team members to develop materials and documentation that highlight the work and impact of Alliance India’s programmes.

**Key Responsibilities**:
1. Travel Logistics Management
- Coordinate routine travel arrangements for Alliance India staff and consultants, including air, rail, and road transportation, and hotel accommodations, strictly adhering to the organisation’s travel policy.
- Manage visa formalities and travel logistics for overseas trips of staff.
- Provide logístical support for senior management travel, ensuring seamless coordination.
- Liaise with local and international consultants regarding travel arrangements, workshops, and meetings.

2. Event and Workshop Coordination
- Organise and coordinate logistics for capacity-building programmes, events, and workshops.
- Book conference halls, and audio-visual equipment, and manage registration desks, as well as assist with event setup and dismantling.
- Ensure that event venues, catering services, and equipment are arranged or cancelled as required.
- Support the empanelment and ongoing management of hotels and venues for events.
- Maintain updated rosters of hotels and conference facilities and negotiate rates in line with Alliance India’s policies.

3. Financial and Administrative Support
- Review and finalise routine invoices and bills related to travel and logistics for timely payment processing.
- Work closely with the Finance and Accounting team to settle accounts for travel agents, event-related expenses, and other administrative costs.
- Participate in procurement processes, including creating requisitions, contracts, and purchase orders, ensuring procurement per contract, verification of bills and ensuring timely payment to the vendor.
- Maintain a database of hotels, venues, and conference facilities across project locations.
- Conduct regular surveys of hotels and travel agencies to assess competitiveness and service quality, and share findings with the supervisor.

4. Chief Executive Support
- Ensure smooth operation of the Chief Executive’s office by managing schedules, meetings, and correspondence.
- Coordinate with departments to ensure the timely completion of tasks assigned by the Chief Executive.
- Attend office and staff meetings on behalf of the Chief Executive as required, and circulate meeting minutes to relevant stakeholders.
- Assist in the preparation of management reports, Board of Directors reports, and other internal updates.

5. Administrative Excellence and Innovation
- Provide support to the administration team in routine tasks and suggest innovative approaches for travel bookings and logistics management.
- Maintaining effective filing systems and organising documentation in areas of responsibility.
- Maintaining fixed asset register on regular intervals.
- Work collaboratively with team members to gather and prepare information materials showcasing the organisation’s work.
- Strictly adhere to organisational work plans, ensuring timely and high-quality deliverables.
- Willingness to work beyond regular office hours and on holidays to manage urgent or last-minute logistics.

6. Additional Responsibilities*
- Support other duties as required, commensurate with the role and aligned with the organisation’s goals.
- Undertake responsibilities as assigned by the supervisor/ SMT to achieve organisational objectives.

This position requires a proactive approach to managing multiple tasks with mínimal supervision, ensuring efficient coordination across the organisation’s administrative and executive functions.

**Qualifications/Education**:

- Bachelor’s degree (Honours level) in any stream
- Relevant qualifications in hospitality, tourism, and event management will be an added advantage.

**Experience**:

- 3 to 4 years experience of working in the Administration department
- Proven experience in logistics arrangements for domestic and international travels.
- Hands-on ex

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