General Service Staff – Travel

The General Service Staff – Travel position supports the Administration & General Affairs Division by managing air-ticket bookings, monitoring payments and invoices, and carrying out related administrative procedures. The role assists the Travel Officer and ensures smooth travel arrangements and payment processes within the ASEAN Secretariat.

Responsibilities

• Manage all air-ticket booking and travel-related requests.
• Assist Travel Officer in facilitating all office air-ticket bookings and travel related services.
• Assist Travel Officer in responding to routine staff request related to travel issues as appropriate.
• Assist Travel Officer in emergency booking or changing the schedule when it is necessary.
• Monitor air ticket payment and flow of invoices.
• Compile all invoices submitted by travel agent prior to submission Travel Officer for reviewing.
• Assist Travel Officer to coordinate with Desk Officers to ensure the invoices are charged to the appropriate/relevant Project and Trust Funds.
• Assist Travel Officer Coordinate with concerned staff with regard to the payment of all air tickets paid by sponsored organizations.
• Assist Travel Officer in preparing payment request for air tickets for submission to Finance & Budget Division (FBD).
• Assist Travel Officer in preparing the Monthly Refund Report.
• Assist Travel Officer in ensuring payment schedules are done in a timely manner.
• Carry out administrative procedures and related tasks.
• Assist Travel Officer in compiling travel authorization (TRA), Memo Home Leave, passports and other travel related documents as appropriate;
• Assist Travel Officer in obtaining air flight ticket and hotel rates for Budget purpose;
• Assist the supervisor(s) in periodic review on the relevant booking and payment procedures;
• Assist Travel Officer in maintaining good relations with major airlines and establish corporate rates;
• Assist Travel Officer in filing travel forms such as refund forms, TRAs, contracts, memos, etc.;
• Perform other duties as assigned by supervisor/s
• Perform other relevant duties as assigned by the Assistant Director, Senior Officer and GA Officer/ASO and/or higher authorities of the ASEAN Secretariat.

Requirements

• Minimum High School or equivalent graduate at relevant area of discipline in office administration or public relation.
• At least one (1) year of experience performing administration functions in travel agents, government, international organisation, or private sectors.
• Ability to communicate effectively with colleagues at all levels of the organisation and external clients of the organisation.
• Ability to operate as an effective team member and to support colleagues as required.
• Competent level of oral and written communication skills.
• Good command of English, written, and spoken.
• Competency in computer skills with adequate knowledge in Microsoft Office where relevant to the position.

Skills

• Travel Administration
• Air-ticket Booking
• Invoice Monitoring
• Payment Processing
• Office Management
• Microsoft Office Suite
• Oral Communication
• Written Communication
• Client Communication
• Team Collaboration

Languages

English