Travel Administrative Assistant

Location: Philippines Title: Travel Administrative Assistant Organization: International Committee of the Red Cross Posted: 21 Oct 2025 | Closing date: 18 Nov 2025 Purpose The purpose of a Travel Administrative Assistant is multifaceted and crucial for ensuring smooth and efficient travel arrangements within the organization. The role facilitates, supports, and ensures compliance oversight in travel processes. Responsibilities Travel Organization: Facilitate travel booking for team members across all departments and delegations, focusing on Beginning of Mission (BoM) ticket bookings. Coordinate travel activities using ServiceNow, NEO booking platform, and other relevant tools. Manage all travel logistics—including booking, modifications, cancellations, and changes—according to ICRC Travel Rules and Policy. Maintain accurate records and documentation within ServiceNow. Functional Support: Address issues and perform technical or operational tasks related to travel tools. Make manual adjustments in booking systems and troubleshoot technical glitches. Escalate unresolved technical cases to the appropriate support team in Belgrade when necessary. Advisory Role: Serve as the primary point of contact for end users, providing guidance on travel processes and tools. Offer clear information on travel policies, procedures, and systems. Compliance Monitoring, Reporting and Escalation: Monitor BoM and other travel activities for policy adherence. Identify and report deviations to the relevant person or team. Prepare regular reports outlining compliance metrics. Accountabilities and Responsibilities: Book air tickets and accommodation for BoM travels, handling changes, cancellations, and refunds per Travel Policy and BoM Travel Procedure. Support travelers with policy, process, and tool questions, resolving requests within defined SLAs. Guide end users in completing bookings online or offline. Administer tool databases such as Connect Profile, Expert Auditor, ServiceNow, and the flight & hotel booking tool. Diagnose technical issues and raise escalations to appropriate support teams. Contribute to training sessions on travel processes and tools. Document typical issues for the knowledge base. Apply and promote travel policies, escalating non‑compliance cases. Detect and correct discrepancies in travel system data. Advise on policy improvement and best practices with the ICRC Travel Management Team. Monitor challenges, propose solutions, and coordinate with the ICRC Travel Manager for validation. Relationships Internal: Collaborates with Travel Focals, Global Mobility team, ICRC welcome teams, HQ employees, and all travellers. Escalates complex questions to the Travel Management Team and works with the ICT Service Desk. External: Liaises with travel system providers to enhance data quality and optimize service delivery. General Duties Adhere to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement. Follow the ICRC Code of Conduct and roles of the Movement components. Respect and observe staff regulations and security rules. Represent the ICRC professionally. Create a pleasant work environment with colleagues and line managers. Maintain confidentiality. Assist other departments as needed. Additional Duties Follow up on all messages and correspondence related to work. Understand Teams’ objectives and organizational hierarchy. Represent the ICRC appropriately during activities, meetings, and in the field. Commit to professional learning and development. Carry out other duties as per the Catalog of Services. Selection Requirements University degree or equivalent experience. 2+ years of related business travel experience or equivalent combination of education and experience. Good written and spoken English is required. Knowledge of French and/or Spanish is a strong asset. Strong understanding of technology platforms, GDS functions, ServiceNow, Microsoft Office. Strong organizational and communication skills. Ability to work effectively in a fast‑paced, multicultural environment. Commitment to organizational values and compliance with policies. Motivation for humanitarian work. Willingness to work in shifts; coverage for Belgrade and Manila time is required. What We Offer Diverse and humanitarian‑minded workforce. Opportunity to contribute to institutional efforts to protect and assist conflict victims worldwide. Training opportunities. Flexible work schedule. How to Apply Qualified applicants should submit a comprehensive and updated resume and a motivation letter to . Only applications received through the career page link will be pre‑screened/processed. Application deadline: 18 November 2025Target start date: Immediately Office address: 32/F BDO Life Megaplaza, 358 Sen. Gil Puyat Ave., Makati City, Philippines Only short‑listed candidates will be notified. This vacancy is open for Philippine residents only. #J-18808-Ljbffr