Travel and Facilities Officer

3 months ago

Jakarta, Indonesia WRI Indonesia Full time

**Program Overview**
- WRI Indonesia is a national entity (Yayasan) associated with the World Resources Institute (WRI), a global environmental research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. WRI work with various stakeholders in the natural resources sector to support policy and management that are both profitable and sustainable. WRI has worked with leaders in more than 50 countries for more than 30 years, with offices in the United States, Brazil, China, Europe, India, and Indonesia.

Launched in early 2014, WRI Indonesia builds on WRI’s 10-year history in the country focusing on forests and land use governance and strengthens our impact on the ground. In the short-to-medium term, WRI Indonesia aims to expand its presence and portfolio to include climate, energy, as well as cities and transportation programs.

**Job Highlight**
- Reporting to the Office Manager, the Travel and Facilities Officer plays a pivotal role in efficiently managing travel arrangements and ensuring the safety of employees, consultants, interns, and third parties involved in both domestic and international travel. This position is responsible for orchestrating a seamless, cost-effective travel process by coordinating flights, accommodations, transportation, and other critical services. The Travel and Facilities Officer must take a proactive stance in negotiating with vendors, handling travel documentation, and complying with the organization's travel policies to enhance the overall travel experience.

Additionally, the Travel and Facilities Officer is tasked with ensuring of organizations assets and facilities within the WRI Indonesia office environment. In close coordination with the Human Resources Team, the post holder responsible to support in the implementation of safety and security for personnel and lead the ongoing maintenance of security protocols, procedures, and systems designed to protect the office premises from potential threats, intrusions, and emergencies.

This position will be based in Jakarta, with office-flex working arrangement and possibility of doing travel.

**What You Will Do**

**Travel Management**
- Coordinate and secure bookings for flights, hotels, car rentals, and other reservations for staff, consultants, interns, outsourced personnel, and participants, ensuring adherence to the organization’s travel needs.
- Issue detailed reservation confirmations and itineraries, incorporating all necessary travel information.
- Engage in negotiations with travel service providers to obtain favorable rates and amenities.
- Evaluate and propose travel solutions that align with budgetary constraints, personal preferences, and the WRI Indonesia travel policy.
- Guarantee travellers possess requisite travel documents, such as visas and passports, for international journeys.

**Travel Administration**
- Oversee the processing and payment of invoices from travel vendors, maintaining communication with employees, vendors, and partners as necessary.
- Manage transactions and monthly settlements of office credit cards related to travel expenses.
- Collaborate with travel vendors to generate and review monthly travel activity reports.
- Maintain meticulous records of travel billing and invoicing.

**Travel Procurement**
- Collaborate with the Office Manager to identify and engage vendors offering exceptional service and innovation in transportation and accommodation.
- Facilitate agreements with vendors, serving as the primary liaison for vendor communications.
- Conduct procurement activities for travel tickets, accommodations, and transportation, ensuring efficient and effective processes.
- Keep comprehensive records of travel procurement documentation.

**Safety, Security, and Emergency Support**
- Travel
- Offer immediate assistance during travel-related emergencies or disruptions.
- Maintain and update regional contact information, advising staff and consultants on travel within Indonesia.
- Address and resolve travel complications, proactively seeking ways to enhance the travel experience.
- Stay informed about travel trends, advisories, geopolitical conditions, and potential threats to ensure traveller safety, in collaboration with Human Resources.
- Assist the Office Manager to develop comprehensive travel security protocols including incident response procedures.
- Collaborate with travel and accommodation vendors to ensure the safety and security of travellers during their business trip.
- Ensure travel insurance are available for all travellers during their business trip, in collaboration with Human Resources.

Office Facilities
- Ensure that all office facilities comply with safety, health, and environmental regulations and standards.
- Implement and enforce security protocols to safeguard the office premises, assets, and personnel.
- Conduct regular inspections to all WRI Indonesia offices, to identify potential hazards and imp

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