Asistente De Servicios De Viajes-Eventos Y Recepcion (800557)

Manage travel services for the Mission including coordination of national and international travel, institutional events, accommodation, migration procedures, and reception services. Ensure compliance with ICRC policies, optimize institutional resources, and provide timely and quality service to collaborators, visitors, and interlocutors.

Responsibilities

• Manage national and international travel reservations ensuring compliance with ICRC Global Travel Policy.
• Provide guidance and support to collaborators on travel booking tools and official travel planning.
• Analyze itineraries and propose alternatives to optimize time, routes, and costs.
• Coordinate travel logistics including air tickets, accommodation, ground transport, and airport transfers.
• Provide information to support official travel expense verification.
• Support travelers with itinerary changes, cancellations, emergencies, coordinating with travel agencies and relevant areas.
• Provide guidance on migration requirements, travel documentation, security measures for official destinations.
• Prepare and deliver welcome packages and security rules for visitors.
• Maintain updated documentation, databases, and informational materials related to Welcome Services and travel management.
• Negotiate rates and credits with hotels in various locations in Honduras.
• Coordinate and follow up on visa, residence permits, and other migration documents for mobile staff and their families.
• Process diplomatic document registrations, renewals, and cancellations.
• Maintain communication with authorities to facilitate migration processes.
• Ensure proper safeguarding and confidentiality of official documents.
• Manage and coordinate institutional meetings, workshops, seminars, and events ensuring timely execution according to ICRC policies.
• Handle administrative and logistical event processes including supplier coordination, quotations, contracting, participant logistics, purchase orders, invoice and payment follow-up.
• Coordinate event services such as accommodation, catering, transport, venues, and equipment ensuring effective communication with internal users and suppliers.
• Provide professional, cordial, and timely reception and service to visitors, interlocutors, suppliers, and ICRC staff.
• Manage reception and distribution of correspondence and messaging.
• Prepare purchase orders and collect supporting documentation for administrative and financial processes.
• Review, validate, and manage invoices related to travel, accommodation, transport, events, and other services ensuring compliance with institutional procedures.
• Maintain and update supplier databases verifying completeness and validity of documentation.
• Keep physical and digital files updated ensuring organization, traceability, and confidentiality.
• Update institutional directories and relevant supplier contact information.
• Prepare reports, statistics, and indicators related to area activities.
• Manage office material requests according to mission needs.
• Support review and monitoring of institutional telephone lines ensuring proper assignment, use, and billing, identifying optimization opportunities in coordination with ICT assistant.
• Perform administrative tasks delegated by the Finance and Administration Manager compatible with the nature, responsibilities, and level of the position.

Requirements

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Excellent writing and spelling in Spanish.
• Intermediate or advanced English (oral and written).
• Knowledge of migration processes and visa management.
• Desirable experience with travel management and reservation platforms.
• Ability to prepare reports and manage databases.
• Two to three years of experience in similar positions.
• Experience coordinating corporate or institutional travel.
• Experience organizing and coordinating events.
• Experience in internal customer service and coordination with suppliers.
• Experience in international organizations, humanitarian or cooperation agencies is valued.
• Bachelor's degree in Business Administration, Tourism, International Relations, Hospitality, Hotel Management or related fields.

Skills

• MS Word
• MS Excel
• MS PowerPoint
• Spanish Writing
• Spanish Spelling
• English Oral Communication
• English Written Communication
• Migration Processes
• Visa Management
• Travel Management
• Reservation Platforms
• Report Preparation
• Database Management
• Corporate Travel Coordination
• Event Organization
• Event Coordination
• Internal Customer Service
• Supplier Coordination

Languages

Spanish, English