ARK Group Hiring for Travel and Admin Assistant Job at Dubai Full Time

ABOUT ARK:

ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create greater stability, opportunity, and hope for the future.

We believe that strong, resilient communities are the foundation of local, national, regional and international development and stability – and ultimately a safer, peaceful and more prosperous world. At ARK, we have delivered research and programmatic interventions validating this approach in over twenty countries since 2008. As a social enterprise we work in partnership with communities, our donors, and other implementers to build local capacities, generate opportunity and bring about sustainable change.

Learn more about our impact here: https://www.ark.international/impact

PURPOSE OF POSITION:

The primary role of the Corporate Services department is to provide general guidance, administrative and financial support services to all other departments, ensuring compliance with internal governance obligations and procedures. This department is also responsible for leading and managing logistics, procurement and tendering processes, and ensuring adherence to relevant donor policies and regulations.

The Travel and Admin Assistant is responsible for Group-wide travel bookings, both on an online travel booking platform and offline (via email and phone) in accordance with the company Travel Policy. The role holder will have excellent communication skills, both written and verbal, and will work across multiple country offices in close collaboration with all staff. The individual will also be responsible for office administration of a four-person team in Dubai.

KEY RESPONSIBILITIES:

Travel

• Administration of the company travel booking system.
• Responsible for providing ad hoc staff travel support and induction training to new staff.
• Provide project movements support including liaising with the in-country Logistics Officer or Project Manager regarding consultants’ mobilisation, demobilisation, and regular rotational leave travel requirements.
• Out of hours support for emergency travel bookings and responding to urgent travel inquiries.
• Point of contact in Dubai office for all offline travel changes (flight and hotel accommodation bookings) that require liaising with the travel agent.
• Maintain accurate records of all travel user profiles and cost centres, liaising with the travel agent on required changes.
• Compile travel supporting documents and reconciliation against Statement of Account (SOA).
• Escalate and resolve issues with travel agent relationship manager as required.
• Lead on analysis of Group travel data and reporting to identify improvements required.
• Expand and maintain corporate rate agreements with hotels across the region.
• Assist Finance Department with reconciliation of staff travel expenses.

Office Administration

• Handle all office administration and procurement related issues, including but not limited to supplies and stationery purchases, document archives, filing and facilities management.
• Provide surge capacity to HR Department with filing and administration, if required.
• Manage office petty cash.

Requirements

SKILLS, KNOWLEDGE AND EXPERIENCE:

Essential

• Fluency in written and spoken English.
• Prior experience in travel booking/administration in a corporate setting.
• Ability to work under pressure adhering to tight travel booking deadlines.
• Exceptional attention to detail with excellent organisational skills and ability to work independently.
• Excellent knowledge of Microsoft Word, Excel and PowerPoint.
• A minimum of 5 years of experience in a similar role in travel and office administration.

MORE ABOUT OUR COMPANY:

We believe that strong, resilient communities are the foundation of local, national, regional and international development and stability – and ultimately a safer, peaceful and more prosperous world. At ARK, we have delivered research and programmatic interventions validating this approach in over twenty countries since 2008. As a social enterprise we work in partnership with communities, our donors, and other implementers to build local capacities, generate opportunity and bring about sustainable change.

Our People

Our team covers a diverse range of professional backgrounds, from diplomacy, humanitarian, development and the military, to the UN, civil society groups, multilateral organisations, journalism and the private sector.

An ARK Person Is:

Smart: We think deeply about things. We’re proud of our institutional knowledge and our grounding in rigorous research, which we use to make informed decisions.

Humble: Our work leaves little room for pride or arrogance. Our operating environment is constantly evolving, and we recognise our limitations. We believe in and rely on the education and experiences of others while remaining quick to read, invite feedback, and ask sensible questions.

Accountable: Each of us want ARK, its partners, and beneficiaries to succeed. This means taking initiative, assuming ownership when necessary and never giving up on our beneficiaries. We are committed and accountable, to both our donors and the communities we serve.

Collegiate: We know we are stronger together, and that every contribution counts. We trust each other and always support each other.

Outspoken: We tackle diverse challenges, and we always want to find the best solution to a problem. We aren’t afraid to share our opinions and we want to hear those of others too.

ARK Group is an equal opportunity employer. We actively seek a diverse applicant pool and encourage candidates of all backgrounds to apply. ARK Group does not discriminate on the basis of ability, age, gender identity and expression, national origin, race and ethnicity, religious beliefs, or sexual orientation. We welcome all kinds of diversity. ARK Group places human dignity at the centre of its development and stabilisation work and is thus committed to the protection from sexual exploitation and abuse of children and adults. All ARK Group employees and related-personnel are expected to share this commitment, and only those who also uphold these values will be recruited as part of our team. This vacancy is therefore subject to a range of due diligence checks.