Travel Administrative Assistant

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

The Travel Administrative Assistant supports travelers by guiding them through travel bookings and resolving issues related to travel policies and tools. They manage travel systems, ensure data accuracy, and uphold compliance with organizational travel regulations. Additionally, they collaborate with internal stakeholders to identify data discrepancies, contribute to travel policy improvements, and propose process optimizations, all while ensuring timely communication and high-quality service delivery.

The ICRC Belgrade Shared Services Centre (BSSC) provides support services to the ICRC’s worldwide operations and is currently looking for suitable candidate to fill the following position:

Travel Administrative Assistant

(Location: Belgrade)

MAIN ACTIVITIES AND FUNCTIONAL RESPONSIBILITES

• Support Travelers: Assist travelers in resolving issues related to travel policies, processes, and tools, either by independently addressing cases or escalating them to the appropriate team. Booking air tickets via ICRC Travel channels, manage group hotel bookings/and or other travel related services when needed. 
• Guidance and Booking Assistance: Provide clear guidance to end users for completing bookings online or offline and occasionally handle bookings on their behalf. Ensure data quality standards are maintained, including accurate reporting and traveler profile information. Follow best practices for booking and ticket issuance, proactively solve problems, and report solutions to management.
• Tool Administration and Technical Issue Resolution: Manage various travel tools, including the traveler profiles database, travel approval systems, and hotel booking platforms. Diagnose technical issues and escalate them to the relevant support teams when necessary.
• Policy Compliance: Ensure compliance with travel policies and regulations, escalating non-compliance cases as required. Commit to delivering excellent service, support organizational objectives and initiatives, uphold company policies, and recommend improvements to enhance efficiency and quality.
• Data Management and Improvement: Identify discrepancies in travel system data and work collaboratively with relevant teams to resolve them. Contribute to the ongoing development of travel policies in coordination with the ICRC Travel Management Team.
• Communication and Follow-Up: Ensure timely and effective follow-up on all work-related correspondence, maintaining clear communication with stakeholders and departments.
• Monitoring and Optimization: Monitor travel process challenges, propose practical solutions for improvement, and support the optimization of travel strategies.
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RELATIONSHIPS

• Internally, interacts with staff within the delegation or headquarters.
• Externally, interacts with commercial providers.

DESIRED PROFILE

• Minimum of 2 years’ experience in business travel or an equivalent combination of relevant education and practical experience.
• Excellent organizational and communication skills, with the ability to coordinate effectively across teams and stakeholders.
• Flexible and willing to work shifts as required to support global operations.
• Demonstrated ability to perform well in fast-paced, multicultural, and dynamic work environments.
• Strong commitment to upholding organizational values, ethical standards, and compliance with policies and regulations.
• Genuine motivation to contribute to humanitarian work and support the mission of the organization.

COMPETENCIES AND SKILLS

• Proficient in English, both written and spoken; knowledge of French and/or Spanish is a strong advantage.
• Solid understanding of technology platforms relevant to travel management, including Global Distribution Systems (GDS), ticketing tools, ServiceNow, and Microsoft Office applications.
• Proficiency in using MS Office Suite (Excel, Word, Outlook, PowerPoint) and other related software to manage data and communication efficiently.

WHAT WE OFFER

• Work and progressive professional development in an exciting international humanitarian environment.
• An inspiring opportunity to practice your profession in a humanitarian and multicultural organization.
• Stimulating benefits package.

ADDITIONAL INFORMATION

• Type of role: Travel Administrative Assistant (800009)
• Working rate: 100%
• Location: BSSC (Tresnjinog cveta 1, Belgrade)
• Job level: B1
• Length of assignment: Open-ended, with 6 months probation period (3+3)
• Type of position: Resident (The vacancy is open only for candidates with Serbian citizenship or personal work permit in the Republic of Serbia)
• Application deadline: 25.06.2025. 

The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates. If you are interested in this position, please send us your CV and Motivation letter in English.

Only shortlisted candidates will be contacted.

OUR VALUES

At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values.