Job purpose
To book tickets, accommodation, PSD for client Expat Staff -IFMS project in accordance with the standing procedures.
Responsibilities:
- Arrange travelling to/from Iraq for Staff inclusive of accommodation, flight bookings and secure transportation
- Ensure that personnel travelling to/from Iraq for the company adhere to relevant travel and security policies and procedures
- Arranges the booking of external events meetings, workshops, presentations … etc. as required.
- Assist in the preparation and collation of associated paperwork for visa applications through various foreign embassies
- Monitor flights into/out of Iraq to ensure that any changes/delays are reported immediately and appropriate actions are taken as stipulated in Iraq travel team procedures
- Ensure the PLMS (Current LMS) system contains updated and accessible information for all travel data. And Creating \Adding & Removing the Journey Requests
- Liaise with local logistics/PSD (Private Security Detail) coordinators on a daily basis
- Ensure all movements into/out of/around Iraq are pre-approved
- Ensure the accuracy of data entry in PLMS (Current LMS) system to assist reporting process
- Ensure all relevant cost allocation codes are obtained prior to booking travel for personnel
- Ensure that key performance indicators (KPI) are captured and reported on a weekly basis
- Archive expenses records, emails and documents through share point and shared folder according to agreed team processes
- Ensure all passenger have a valid Visa and Oil Field Pass before issuing the ticket
- Ensure possible improvements to process, procedure and performance are captured in Iraq Travel Team Improvement Plan
- Respond to requests within current service levels
- Ensure relevant approvals to travel are obtained and recorded prior to personnel traveling to/from Iraq
- Ensure cost saving as much as possible in the process of booking
- Ensure all travelling passengers have a valid FTW (fitness to work)
- Liaise with Meet and Greet Team to ensure that records are accurately updated
- Ensure that confidential data is stored as per relevant Data Protection Legislation
- Publish notifications related to People Logistics as/when required to the organization
- Prepare various reports for the management (Daily, weekly, Monthly and yearly)
- Engage with customers to ensure complaints/feedback is dealt with in a timely fashion
- Follow up any other works requested and arranged by the company
REQUIREMENTS
Qualifications:
Bachelor Degree
Experience:
- More than 5 years of journey planning experience within the oil & Gas industry
- Working under high pressure and limited time as we are dealing with an emergency cases most of the time
- Overcoming problems or issues to achieve a goal, e.g. losing assignment data or work
- Reorganizing responsibilities in a group task if one member unexpectedly drops out
- Excel – advanced
- Word – Intermediate
- Power Point - Intermediate
- English – upper intermediate (verbal & written)
- Proven supervisory skills
- Communication skills
- Presentation skills
- Working under high pressure and limited time
- Focus on continuous self-learning and improvement
- Ability to work cohesively and communicate successfully in multi-cultural teams whilst being aware of and sensitive to cultural differences
- Ability to communicate, co-ordinate, and manage the travel/accommodation with each function
- Demonstrable experience in the ability to prepare meaningful reports, in clear and concise English
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.