Global Executive Travel Coordinator Job in Kenya (200K)

Global Executive Travel Coordinator

The Executive Coordinator’s role provides administration support to the Executive Director by preparing all travel related administration, to include booking travel, accommodation, organising visas, ground transport and a detailed itinerary. The EC also prepares all the ED’s expense claims and credit card reconciliations.

Contract Length: 2 years Fixed term

Reporting to: Executive Assistant to the Executive Director

Key Responsibilities

  • Making itineraries of the ED’S agenda when travelling, involving arranging all travel logistics, flights, accommodation, visas and associated items for the Executive director. This is a prime responsibility of the role since the Executive Director travels extensively. It requires meticulous attention to detail, timely delivery, advanced administrative systems and a robust pending system to manage the constant work load.
  • Access to the ED’s diary in order to ensure logistical plans are set up well in advance.
  • Adding items to the ED’s diary when required by the Executive Assistant.
  • Providing personal support to the Executive Director on a regular basis
  • Ensuring the ED has access to all relevant documents for management and board meetings
  • Processing the Executive Director’s expenses. Creating invoices for external organisations and processing payment authorisations and confederations expenses submitted for the Executive Director’s sign-off
  • When required by the Executive Assistant, undertaking a range of tasks including; formatting letters for ED and responding to e-mails and enquiries
  • Covering the duties of the Executive Assistant when she is away, this involves, maintenance of the Executive Director’s diary, responding to internal and external requests, proactively scheduling appointments
  • Taking appropriate measures to ensure travel and logistics are kept to a cost and appropriateness which is consistent with organisation’s external image
  • Keeping apprised of and navigating sensitive, high-level, geo-political and confederation- wide situations with tact and diplomacy
  • Drafting the contribution to the Secretariat newsletter
  • Keeping secure and confidential files on behalf of the ED including personal information and high-level correspondence
  • When required, filming and editing video interviews given by ED to camera.

Key competencies /requirements

  • Must have at least 5 years experience managing and supporting travel logistics for strategic and senior executives ideally minimum regional or global directors with extensive global travel
  • A bachelor’s degree in the field of communication or similar field from a recognized institution.
  • Experience working transnationally, across boundaries, or for a large national company with international operations.
  • Experience in high pressure role – ability to operate effectively in a fast-paced, changing environment.
  • Ability to manage a combination of time pressure, and a depth of preparation and complexity around scheduling (particularly regarding travel).
  • Excellent communication skills, including experience of communicating with senior officials – diplomacy, credibility, ability to negotiate and influence.
  • Ability to take the initiative and organize work pro-actively.
  • Good analytical and problem-solving skills.
  • Good time management skills.
  • Experience in coordinating small projects.
  • French and Spanish desirable.

Salary: Ksh. 200,000 gross plus other benefits


Interested candidates who fully meet the above requirements should send their applications along with a detailed CV indicating current and expected salary and their daytime contact to

Only shortlisted candidates will be contacted.

We do not charge any fees for receiving and reviewing applications or for interviews.

NB: Applications must include a cover letter highlighting why your background and experiences make you an ideal fit for the position.

Application deadline: 20th November 2018

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Nairobi, Kenya

Nairobi County

Transport and Logistics
Updated: October 30, 2018 — 2:39 am