Senior Travel and Logistics Officer, National-TZ

Job Description

Position Title: Senior Travel & Logistics Officer

Reports To: Administration Supervisor

Supervises: None

Division: CWS Africa

Department: Administration, Travel and Logistics

Team: Tanzania

Job Location: Kasulu, Tanzania

Grade Level: Grade Level 6, Senior Officer/Specialist, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or the provision of services.

Primary Purpose:

This position is primarily responsible for the day-to-day management of travel and Logistics project-related activities within the unit following CWS policies and procedures. This position will uphold best travel practices while identifying cost-saving strategies, train and prepare work plans for Travel and logistics Officers in Tanzania, and offer logistics support to other Country offices in the region when required.

Key relationships

Internal to CWS

• Country Representative
• RSC Program team
• Administration Team
• RDP Program Team

External

• Logistics Vendors (Hotel, Ground Transportation vendors, Security company, etc
• IOM
• UNHCR

Working Environment

• Office and/or work-from-home environment.
• Periodic travel to the field as may be required.

Core Job Responsibilities:

Travel and Logistics (70%)

1. Plans and coordinates the unit work schedules in collaboration with Logistics Officers.
2. Manages Logistics projects in collaboration with Programs Supervisors and workflows within Procurement and Finance for all Logistics transactions.
3. Coordinate receipt of all IOM invoices from the Cultural Orientation department.
4. Acts as the backup to the Logistics Officers in their absence.
5. Participate in the onboarding of new staff to the unit and within the region.
6. Review and manage the issue log for all logistics issues raised after travel from the field.
7. Oversees and manages the logistics mailbox.

• Travel Budget Preparation and Management (15%)

1. Participates in the review of budget projections for accuracy and costing.
2. Manages an updated cost platform for all required travel items within all processing locations in Sub-Saharan Africa.
3. Participates in quarterly and monthly travel budget projections and ensures they are received by Finance within the stipulated period.
4. Collaborates with Program Managers/Supervisors to capture and track changes in the travel projections and communicates the same to the Administration Supervisor.

• Vendor Management (10%)

1. Manages tracking, reconciliations, and payments of all invoices from IOM across the regional offices.
2. Take the lead in vendor reconciliations for all logistics vendors in consultation with Procurement and Finance.
3. Oversees vendor engagements including negotiating for better prices and favorable terms of payments.
4. Participates in reviewing and updating vendor management procedures and service level agreements for all vendors within Tanzania.

• Additional roles and responsibilities (5%)
  Perform other duties that may be assigned to ensure the logistical support of operations related to official travel and other program objectives.

Qualifications:

Experience:

• Five (5) years of work experience is required.
• Supervisory experience preferred.
• Experience in field team processing activities for various locations is preferred.
• Experience in managing administrative roles is preferred.
• Experience managing travel budgets is preferred.
• Project management experience is preferred.
• Knowledge of ERP or other booking tools is an added advantage.

Skills:

• Demonstrated written and verbal English skills.
• Demonstrated computer skills, especially Microsoft Excel and Outlook.
• Demonstrated organizational and time management skills.
• Demonstrated strong communication skills.
• Demonstrated interpersonal relations.
• Demonstrated ability to manage heavy workload.

Education & Certifications:

• Bachelor’s Degree or equivalent in Business Administration, Procurement, Public Administration, Supply Chain Management, or other related field, or four (4) years additional work experience in lieu of a bachelor’s degree required.
• Knowledge of International relations is preferred.

Abilities:

The Senior Travel & Logistics Officer must have the ability to:

• Manage large and diverse workloads under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyse and solve complex problems and make sound decisions.
• Work with minimal supervision
• Maintain a high-performance standard with attention to detail;
• Work independently and contribute to the overall operations of RSC Africa.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
• Strong English communication skills, both written and oral.

Important Requirements:

• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• COVID-19 vaccination is required for all successful candidates.
• The candidate should be in good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• This position is based in Kasulu Tanzania
• This position always requires the use of laptops, competence in Microsoft Office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet the demands of a dynamic operational program.
• Background check which includes references, and an educational and criminal check is required before the start of employment for international applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements, and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• The US Embassy rates (Tanzania) as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within (Tanzania and the region). Remove if not relevant.
• Full time
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.