Administration Coordinator - Travel & Event Management!

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith. Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Travel Management

• Support in the process of identifying Travel Agent and give expert advise
• Liaise between WV Ethiopia and contracted travel agency to guide communications and operations.
• Make travel reservation and ticket in liaison with travel agent or directly to airlines as appropriate for Head Office Staff
• Advise on travel requirements, visa and routs for international travel  
• Resolve problems between WV Ethiopia and travel vendors.
• Produce monthly report on travelers, cost and related information

Event Management

• Support in process of identifying hotels and corporate agreements.  
• Book meeting venues both hotels and in-house conference rooms
• Closely work with host department and take the lead in arrangement of meeting hall, refreshment, lunch and any communication with the hotel/in house cafeteria
• Make sure the hotel/cafeteria delivered the service based on agreement
• Organize receptions and reserve conference halls, restaurants, lunch and dinner tables as needed.
• Facilitate catering and meeting facility (chair, table, tent etc.) rental when needed
• Prepare weekly events calendar and send to Administration Manager.

Canteen Service Management

• Monitor daily canteen service and engage with the canteen supervisor for the smooth operation of the canteen service.
• Regularly collect feedback from the staff on the improvement areas of canteen

Performance Evaluation of Service Providers

• Does quarterly evaluation of service providers against predefined evaluation criteria
• Ensure timely settlement of air ticket, hotels, meeting venues, and other related bills.
• Ensure ongoing reconciliation of hotel related bills with vendors and Finance

Administration Support and documentation

• Produce monthly management report (MMR)
• File all contractual agreements, transaction documents and record minutes of meetings during performance evaluation of service providers,
• Support the guest relation, visa processing, hotel accommodation in the absence of Admin Coordinator- Guest Relations
• Cover front desk in the absence of Administration Assistant in rotation with other Administration staffs.

Degree graduate in Management, Business Administration, Marketing or related fields

Knowledge of travel arrangement through travel agent

Knowledge of Guest relations, event coordination, visa processing, hotel reservation

Excellent communication skill, email correspondence clear and brief

Excellent English language skills and excellent interpersonal skills

Excellent team building skills

Flexible, efficient and cooperative

Commitment to WVI’s aims, values and principles

Honest and trustworthy

Demonstrate sound work ethics

Minimum 5 years of experience preferably holding similar position.