Protocol & Logistics Executive at Westfield Consulting

Job Description

• Identify, establish and communicate effective logistical procedures to be used in transport operations, ensuring all stakeholders are aware and follow company procedures while handling company vehicles.
• Responsible for controlling, supervising and optimizing the allocation of duties to drivers and all staff under their charge to ensure high performance standards are maintained.
• Experience/knowledge of Round the World Fare and fare rules while liaising with the company’s designated travel agent.
• Obtain quotations from agents or various airlines to find the best flight prices, options, buy and refund airline tickets as requested. Check-in for flights, select seats per preference and communicate to the traveling staff.
• The officer facilitates the travel of staff members going to other countries on official business. He/She secures their visas, medical insurance information for all travels including itineraries related to flights and accommodation as requested.
• Manage databases of frequent flyer miles for directors and management; tickets and other important data.
• Arrange hotels and airport transfers, travel packages in anticipation of travel for staff, management and contractors working on projects.
• Provide periodic reports on expenditure and related information regarding travel.
• Build and maintain cordial relationships with various Government agencies at international and domestic airports to facilitate effective meet and greet services.
• The officer will assist with organizing events that involve international guest. He/she sends invitations and arranges to receive visitors; plan for their accommodation.
• The protocol officer is expected to plan the timetable of foreign visitors. He/She arranges for transportation where necessary and ensures the visitor’s schedule does not suffer from complications and delays.
• Provide protocol to clients at the airport both international and domestic
• To deal with Immigration Authority and airport security force for clearance of clients.
• Arrange collection of travelers and baggage.
• Ensure speedy passage through airport - process travel documents.
• Make airport arrangement pick up and drop; Supervise escort patrol.
• Protect clients from extortion or harassment by airport authorities.
• Transfer passengers through the airport.
• Assist with other office function when less busy with travel arrangements.

Requirements

• Degree in Social Sciences / Business Administration
• Diploma in Travel IATA
• Diploma in Logistics is an added advantage.
• 5 -7 years working experience in the travel industry with good working knowledge of ticketing and travel logistics.
• Extensive knowledge of the airline industry and the foreign embassies/Visa Application Agencies.
• Exhibit a high level of initiative, objectivity, integrity and commitment.
• Good team spirit and human relations management.
• Good negotiation and communication skills both written and spoken, email etiquette, invoicing.
• Good organizational and management skills, an analytic mind and good numeracy skills.
• Good diplomacy skills and tact in dealing with team members, tired drivers and colleagues.
• Outgoing and confident with a pleasant personality; independent and self-motivated.
• Proficient with Internet use, MS-Office and good problem-solving skills.
• High attention to details and a team player.