Administrative Travel officer

Overview

The Administrative Travel Officer will serve as the central focal point for travel and visa coordination for IRC Ukraine, providing end-to-end support to national and international staff.

Key Responsibilities

• Coordinate the full cycle of Ukrainian visa support for international staff, including consular appointments, application forms, supporting documents and follow-up with relevant authorities or consulates.
• Coordinate Schengen, Moldovan transit and other travel-related visas where required for approved routes.
• Facilitate in-country submissions for medium- and long-term stay and/or residence permits for expatriate staff.
• Support national staff with visas required for approved international missions, trainings and business travel.
• Maintain accurate guidance, checklists and records relating to visa requirements and case status.
• Coordinate and, where applicable, arrange international flights, accommodation and associated travel services in accordance with IRC procedures and approved travel requests.
• Develop and coordinate complex routes involving Ukraine, Poland, Moldova and other transit locations, including domestic connections and international onward travel.
• Arrange or coordinate train tickets between Ukraine and Poland when travellers cannot purchase them independently, and ensure controlled transfer of original tickets or travel documents.
• Coordinate ground transportation, including taxis and transfers in Poland, Moldova and other transit locations where operationally required.
• Support local and cross-border travel arrangements in coordination with relevant IRC teams.
• Coordinate travel-related invoices, supporting documentation and payment follow-up with Finance and service providers.
• Maintain complete and auditable travel records, including approvals, itineraries, tickets, accommodation confirmations, invoices and visa documentation, as applicable.
• Support reconciliation and resolution of booking changes, refunds, credits and additional charges.
• Monitor recurring service issues and provide information to support vendor performance management and cost control.
• Provide travellers with complete itineraries, visa documentation, practical travel information and pre-departure checks.
• Ensure travellers receive the required security information and briefings from the appropriate Safety and Security focal points before travel.
• Monitor active travel cases and provide timely support when disruptions, missed connections, documentation issues or urgent changes arise.
• Maintain an agreed escalation and backup arrangement for urgent travel-related issues outside normal working hours, in line with IRC working arrangements and management direction.
• Provide regular status information and operational reporting to the Operations Administrative Manager.
• Provide additional administrative support during peak workload periods, staff absences, office events and urgent operational needs.
• Support administrative documentation, records, vendor and invoice follow-up, and other departmental coordination as assigned.
• Provide backup coverage for agreed administrative processes to strengthen service continuity within the Central Administration team.
• Perform other reasonable administrative duties assigned by the Operations Administrative Manager that are consistent with the position's grade and job description.

Required Experience

At least 2 years’ experience in a similar travel, visa, administrative or coordination role, preferably within a humanitarian or development organisation. Demonstrated experience coordinating travel arrangements, visas, accommodation and/or related administrative processes. Previous experience handling different stakeholders and coordinating activities is desirable. Previous experience working in an international or multicultural environment is desirable.

Qualifications

Diploma or degree in Administration, Finance, Travel Management, International Relations or a related field.

Other Details