JOB DESCRIPTION - TRAVEL PROTOCOL OFFICER Travel …

1 KENYA ELECTRICITY GENERATING COMPANY Job DESCRIPTION TRAVEL & Logistics OFFICER JOB DESCRIPTION - TRAVEL PROTOCOL OFFICER Job Title: TRAVEL PROTOCOL OFFICER Supervisor/Manager Title: chief engineer , Transport Division: Human Resources & Administration Department: Administration Station: Stima Plaza JOB SUMMARY Reporting to the chief Transport OFFICER , the job holder will be responsible for the logistics, scheduling and coordination of transport including road and air TRAVEL solution for the company and to ensure that these functions are carried out effectively, in harmony, and in accordance with applicable statutory regulations, company s operational standards and policies. KEY DUTIES Key Duties & Responsibility (A) Logistics responsibilities 1. To direct and oversee the logistics activities of the transport function necessary for the provision of optimum transportation for all company requirements.

2 2. To identify all company requirements and prepare logistical specifications of various road transport and air TRAVEL services required for the execution of company objectives. This will include establishment and maintenance of effective ICT systems to aid in electronic transactions with internal and external customers and service providers. 3. To prepare specifications of outsourcing transport services including Air TRAVEL and Ticketing Agency services, Car Hire services, Transfers and Taxi services, Safari services. 4. To identify, establish and communicate effective logistical procedures to be used in transport operations, ensuring all customers are aware and follow statutory guidelines and Company procedures while handling company vehicles. (B) Air TRAVEL logistics 1. Working knowledge of Round the World Fares and rules 2. Obtain quotations from various airlines to find the best flight prices and options and buy and refund airline tickets as requested, Check-in for flights, select seats per artist preference, send boarding passes.

3 3. Procure necessary visas and medical insurance information for all travels including itineraries related to flights & accommodation as requested. 4. Managing databases of frequent flyer miles, tickets, and other important data KENYA ELECTRICITY GENERATING COMPANY Job DESCRIPTION TRAVEL & Logistics OFFICER 5. Arrange hotels and airport transfers TRAVEL packages in anticipation of TRAVEL 6. All responsibilities for confirmation of the TRAVEL Package arrangements Prepare periodic reports on expenditure and related information regarding TRAVEL . (C) Drivers management 7. To be responsible for controlling, supervising and optimising the allocation of duties to drivers and all staff under their charge to ensure high performance standards are maintained. 8. To ensure implementation of statutory requirements in respect of all works requirements of Transport Act, Electricity Act and Rules, Electrical and Mechanical Safety Rules and codes of procedures.

4 9. To prepare plans for the section and budgets of Operating and Capital expenditure to support these plans and the agreed targets contributing to the realisation of the Divisional and ultimately company objectives. 1. Develop and retain talent including completing performance appraisals, personal development and succession plans effectively and on time. OCCASIONAL DUTIES The job holder may be called upon to: Evaluation of tenders for prequalification of TRAVEL agents , car hire and taxi services REPORTING RELATIONSHIP KENYA ELECTRICITY GENERATING COMPANY Job DESCRIPTION TRAVEL & Logistics OFFICER RESPONSIBILITY Equipment The job holder has been provided with a laptop, a printer, an iPad , a mobile phone to facilitate execution of duties assigned. EDUCATIONAL REQUIREMENTS a) Under graduate degree in Business Management b) Post graduate diploma in TRAVEL IATA is mandatory c) Post graduate diploma in logistics is an added advantage d) MS office proficiency RELATED JOB EXPERIENCE/QUALIFICATIONS At least Three years experience in the TRAVEL industry with good working knowledge to ticketing and TRAVEL logistics.

5 ADDITIONAL SKILLS Desired Skills Customer Service, TRAVEL Planning, Virtual Assistant, Email Etiquette, Invoicing Skills and qualities Ability to use IT packages and electronic communication methods. Tact, diplomacy and calmness, especially when dealing with tired drivers and disgruntled customers. An analytic mind and good numeracy skills. Excellent geographical knowledge. Good people management and coordination skills. Excellent negotiation and communication skills. Extensive knowledge of the airline industry. Good intuition to make crucial judgment calls. High attention to detail CONTACTS Internal contacts: All staff External contacts: TRAVEL agents frequent contact KENYA ELECTRICITY GENERATING COMPANY Job DESCRIPTION TRAVEL & Logistics OFFICER Airlines occasionally WORK ENVIRONMENT The jobholder s main place of work is in an office (90 %), and there is an occasional need to work outdoors (10 %).

6 The jobholder experiences moderate physical exertion from prolonged use of the and also experiences moderate disruption to leisure time from working irregular hours. ADDITIONAL INFORMATION Peoples person and a team player Work accurately and efficiently under pressure Ability to follow procedures is critical Must have strong organizational skills, self-discipline, and dedication Excellent communication skills Positive attitude Working within a small team that shares a high volume workload Need to be able to work independently and proactively The working day is am to pm (Monday to Friday), but as part of this position it is required that you at times work later and be on-call in case of TRAVEL emergencies