Travel and Events Coordinator for Global Communities programs. Київ

Travel and Events Coordinator

Global Communities, formerly CHF International, is an international non-profit organization that works closely with communities worldwide to bring about sustainable changes that improve the lives and livelihoods of the vulnerable.

Global Communities is seeking an experienced Travel and Events Coordinator for Global Communities programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Travel & Events Coordinator will be placed within the Administrative department and report to the Admin Manager. He/she will work closely with vendors, technical team and Regional Managers to support the preparation and implementation of travel and events according to donor and Global Communities rules and regulations.

The Travel & Events Coordinator will be responsible for logistical planning, procurement, and administrative oversight of GC donor funded events, including local and international study tours, seminars, conferences, workshops, and other activities.   

The Travel & Events Coordinator will also be responsible for all Global Communities travel arrangements such as booking flights, tickets, hotel accommodations, transportation etc… for all GC business trips domestically and internationally.

The Travel & Events Coordinator will work closely with the finance team to ensure proper submission of supporting documents, reviewing for completeness and accuracy, preparing payment vouchers and submitting for review and approval.

RESPONSIBILITIES:

• Work closely with technical staff to ensure proper preparation for the event.

• Assist technical team with the preparation of Event Management Requisitions (EMRs), Requests for Proposal and coordinate their timely execution.
• Collect and review invoices, acts of acceptances and other relevant documents from the vendors.
• Work closely with finance team to ensure timely payment for delivered travel and events.
• Prepare Payment Request forms and Payment Orders to ensure payments compliant with Global Communities internal policies and donor regulations.
• Work with relevant team members to ensure adequate documentation is secured such as trainings, workshops, local and international study tours, work planning sessions, and other meetings involving project staff and other stakeholders.
• Perform other duties as requested by the Supervisor.

• Manage and coordinate vendors and all event logistics.
• Liaise with vendors to ensure the event is run smoothly and step up to resolve any problems that might occur.
• Coordinate all travel arrangements for GC employees such as flight bookings, train tickets, hotel accommodations, transport etc.  as per GC policies.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES 

• Bachelor’s degree in event management, project management or related field
• Proven experience as event manager to support donor-funded activities.
• Skilled in project management.
• Outstanding communication and negotiation skills required
• Demonstrated customer-service orientation
• Initiative, problem-solving, and multi-tasking team player with leadership skills.
• Ability to speak, read and write in English.

Interested candidates are asked to send CVs and Cover letters to [email protected] as soon as possible, indicating position title in the subject line. Interviews will be conducted on a rolling basis. Position is open until filled.

Global Communities is committed to ensuring a safe and respectful environment for all staff, representatives, partners, participants, and anyone with whom Global Communities interacts worldwide, especially children and adults at risk