About REACH and IMPACT
REACH was created in 2010 as a joint initiative of two International NGOs (IMPACT Initiatives and ACTED) and the United Nations Operational Satellite Applications Programme (UNOSAT). REACH’s purpose is to facilitate the development of information products that enhance the humanitarian community’s decision-making and planning capacity for emergency, recovery, and development contexts. REACH supports information management for aid actors through three complementary services: (a) needs and situation assessments by REACH teams; (b) situation analysis using satellite imagery; (c) provision of database and (web)-mapping facilities and expertise.
IMPACT Initiatives is a humanitarian NGO, based in Geneva, Switzerland. The organisation manages several initiatives, including the REACH Initiative. IMPACT was launched at the initiative of ACTED, an international NGO whose headquarter is based in Paris and is present in thirty countries. The two organizations have a strong complementarity formalized in a global partnership, enabling IMPACT to benefit from ACTED’s operational support on its fields of intervention.
Greening strategy:
ACTED’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each ACTED employee will adhere to these principles through key green programming responsibilities:
- Contribute towards the adherence and development of the greening strategy plan.
- Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles
- Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes
ACTED PSEAH Policy:
The Travel officer has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The Travel officer has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to ACTED’s procedures. The Travel officer carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers.
The Travel Officer is responsible for ensuring the efficient, compliant, and cost-effective management of travel arrangements for IMPACT staff and new recruits. The role oversees the full travel cycle, including travel requests, bookings, visa support, travel documentation, and coordination with internal departments and external travel service providers.
The Travel Officer plays a key role in facilitating staff mobility by delivering timely and high-quality travel support while ensuring compliance with IMPACT's Travel Policy and internal procedures. Given the dynamic operational environment, the position requires a high level of responsiveness, flexibility, and the ability to manage frequent urgent and last-minute travel requests while effectively adapting priorities.
The role also contributes to the continuous improvement of travel processes and services through close collaboration with internal stakeholders and travel partners, ensuring an efficient travel experience, accurate record-keeping, cost optimization, and a high level of staff satisfaction.
Objectives
- Ensure the timely, accurate, and cost-effective processing of travel requests and bookings.
- Provide efficient support for visa applications and travel documentation requirements.
- Ensure compliance with IMPACT travel policies, procedures, and approval processes.
- Strengthen coordination and communication with internal departments, travelers, and external travel partners.
- Contribute to the continuous improvement of travel processes, tools, and service delivery.
- Optimize travel costs while maintaining service quality and a positive traveler experience.
- Ensure accurate record-keeping and proper documentation of travel-related files and data in Jira.
- Respond effectively to urgent and last-minute travel requests while maintaining a high level of service and operational support.
Duties and Responsibilities
The main responsibilities of the Travel Officer will be the following:
1 - Travel:
- Support the Travel Officer in managing travel requests for current IMPACT staff members and newly recruited employees, ensuring timely processing and prioritization according to operational needs and travel urgency.
- Respond effectively to frequent urgent and last-minute travel requests, adapting priorities as needed and ensuring timely travel arrangements while maintaining a high level of service and compliance with internal procedures.
- Coordinate closely with Human Resources, Finance, Logistics, and other relevant departments to collect, verify, and provide all required travel documentation and information.
- Arrange and book flights, train tickets, accommodation, and other travel-related services through IMPACT's designated travel agency, while ensuring cost-effectiveness and compliance with organizational procedures.
- Monitor travel itineraries and provide travelers with all necessary travel documents, including tickets, confirmations, and travel guidelines.
- Advise staff on visa requirements, support the preparation and submission of visa applications, and follow up with embassies, consulates, and travelers to ensure timely issuance.
- Serve as a point of contact for travel-related queries and provide guidance to staff before, during, and after travel.
- Assist in managing last-minute travel requests and travel changes, ensuring minimal disruption to operational activities.
- Maintain accurate travel records and databases, ensuring that all travel information is properly documented and updated.
2 - Ensuring Compliance and Enhancement of Travel Policy
- Ensure all travel arrangements are fully compliant with IMPACT's Travel Policy and related internal procedures.
- Review travel requests and bookings to verify adherence to approved budgets, travel rules, and authorization processes.
- Monitor travel practices across the organization and identify areas for improvement, efficiency gains, and cost optimization.
- Provide guidance and support to staff regarding travel procedures and policy requirements.
- Support the analysis of travel expenditures and booking trends to contribute to informed decision-making and reporting.
- Contribute to the continuous review, update, and enhancement of IMPACT's Travel Policy based on operational needs, best practices, and lessons learned.
- Work closely with internal departments and the travel agency to ensure smooth travel arrangements and resolve travel-related issues efficiently.
- Support the implementation and continuous improvement of travel processes, tools, and guidelines to enhance efficiency and service delivery.
Skills
QUALIFICATIONS
- Priority will be given to former staff members who meet the eligibility criteria and qualifications required for the position.
- Bachelor’s or Master’s degree in business administration or a related field;
- Fluent English (written and spoken);
- Excellent writing and communication skills;
- At least 2 years’ work experience with an INGO in an emergency and/or development setting.
- Ability to work under pressure in a high-pace environment;
- Good organisational and prioritisation skills;
- Proficiency in Microsoft Office, Microsoft Excel and Publisher;
- Strong interpersonal skills
- Strong analytical skills.
