BACKGROUND:
ABOUT US:
Founded in 1979, Action Against Hunger is a global humanitarian organization that takes decisive action against the causes and effects of hunger.
Our mission is to save the lives of severely malnourished children while helping communities become self-sufficient. Recognized as a world leader in the fight against malnutrition, Action Against Hunger has pursued its vision of a world without hunger for almost four decades, combating hunger in emergency situations of conflict, natural disaster, and chronic food insecurity. With more than 8,000 staff in nearly 50 countries, our programs in nutrition, food security, livelihoods, water, sanitation, and hygiene reach more than 20 million people each year. In 2022, Action Against Hunger Canada comprises 39 employees and engages with more than 40 consultants.
OBJECTIVE:
Action Against Hunger Canada is looking for a Contractor (individual or entity) that will be responsible for coordinating travel and the travel related logistics arrangements (ie. accommodation and travel administration) for staff and consultants, in full compliance with Action Against Hunger Canada’s and our Institutional Donors’ Travel Policies. The Contractor must be available to provide services for up to 75 travels a year and on occasion, to work outside normal working hours. The Contractor will report to the Procurement Officer.
SERVICE DESCRIPTION:
Coordination with relevant departments to make travel and travel related logistics arrangements for staff and consultants:
▪ Request and consolidate quotations for travel tickets and accommodation.
▪ Facilitate the booking of travel tickets and accommodation.
▪ Process per diem paperwork and coordinate with finance department for timely payments.
▪ Support the full process for securing travel visas.
▪ Coordinate security briefings and post travel debriefings.
▪ Ensure that travellers have all their papers in order for traveling (visa, passport, travel insurance, mission order, etc.).
▪ In close collaboration with the finance department, ensure that all transactions are in order and are supported by relevant documentation and approvals.
▪ Ensure proper filing of documents.
▪ Support program teams with travel and administrative logistics for workshops and events including but not limited to sourcing quotations for venues, catering and accommodation for participants and supporting the final booking and payment processes.
▪ Other relevant travel and travel related logistics responsibilities.
REQUIRED PROFILE:
QUALIFICATIONS & EXPERIENCE:
▪ Minimum 5 years of experience in travel and logistics coordination, ideally with specific expertise in international travel logistics in complex environments.
KNOWLEDGE, SKILLS, ABILITIES AND OTHER ATTRIBUTES:
▪ Excellent understanding of international travel and travel related logistics operations and practices.
▪ Ability to assess priorities and competently complete a variety of activities with a high level of accuracy and timeliness.
▪ Ability to work independently and under tight deadlines, and to multi-task.
▪ Positive attitude and strong analytical, interpersonal, organizational and coordination skills.
▪ Excellent communication skills with a proven ability to effectively interact with all levels of employees.
▪ Fluency in written and oral English.
▪ Fluency in another language is desired.
▪ Demonstrated commitment to Safeguarding and Gender Equality.
▪ Excellent knowledge of MS Office Suite (Word, Excel, Power Point).
SELECTION CRITERION:
▪ Expertise in travel and travel related logistics coordination
▪ Experience in conducting similar work
▪ Cost
▪ Availability
DUTY STATION/LOCATION:
Home-based. Consistent and regular access to an internet connection is indispensable.
CONTRACT MODALITY:
Framework Agreement with Action Against Hunger Canada, starting in January 2023. The Contractor shall be paid on a monthly basis, for the actual number of hours worked during the month and is expected to provide timesheets as a supporting document.
How to apply
Proposals responding to this RFP should include:
• Updated CV.
• Cover letter.
• Experience in conducting similar work.
• Three references for which you have conducted similar work.
• Detailed hourly rates in Canadian Dollars (CAD).
• Acknowledgement of Action Against Hunger Good Business Regulations.
Submit the proposal before Friday December 30, 2022 at 23:59 Eastern Time.
procurement@actionagainsthunger.ca
Please highlight “Travel and Travel Related Logistics Coordination” in the subject heading.