We are seeking a Travel Specialist for a regular position to work within the Procurement & Travel Department at the International Vaccine Institute in Seoul, Korea. (Duty station: Seoul, Korea)

Job Description

This job is responsible for managing and operating business travel arrangements for IVI staff and non-staff. This job ensures compliance with IVI’s travel policies and procedures while executing travel risk procedures and programs by monitoring global security and safety condition on travel destinations.

Key Roles & Responsibilities

1. Manage and operate IVI business travel requirements within budget and timeline

• Manage staff and non-staff travel plans and provide timely travel arrangements.
• Manage and operate IVI’s travel policies, procedures and programs.
• Review and negotiate contracts or rates with travel vendors for best possible terms and conditions.
• Monitor and ensure compliance in all aspects of travel policies, procedures and internal controls.
• Provide advise on all travel documents, group meeting events in overseas, hotel contracts, travel insurance, immigration/entry regulations of destination country.
• Review and process travel expense reports
• Analize, produce reports on performance and provide comprehensive management information
• Review and provide guidance on individual consultant and subaward contracts to ensure procedures.

2. Manage and operate travel security and safety policies and programs

• Operate travel security and safety programs that monitor global travel risks(emergency response, evacuation plan) to provide timely support for traveler who are in emergency/help in multiple overseas locations.
• Monitor global security and safety conditions on the counties where IVI staff travels. Provide timely report/ advice to supervisor in emergency.
• Implement a training programs to educate and empower employees to take ownership of their security and safety during international travel.
• Implement and operate IVI’s Travel Risk Procedures.

3. Manage vendor

4. Improve policies and procedures and manage system

• Provide staff training and guidance on travel policies, procedures and system.
• Drive continuous improvements on travel strategy, policies, procedures, and system.

5. Other duties as assigned.

Job Requirements and Qualifications

1. Education Requirements

• Bachelor’s degree or equivalent

2. Related Field Work Experience

• 7+ years

3. Technical and Professional Skills / Knowledge

• Good knowledge of travel booking programs and industry
• Good knowledge of international travel regulations and customs
• Good knowledge of travel security and safety
• Good knowledge of expense reporting and processing.
• Good knowledge of ERP, Excel, Reporting System

4. Language Proficiency

• Fluency in English