Responsible to ensure safe and efficient Travel service including hotel accommodation / staff housing / guest house services in accordance with TIH SOPs and guidelines.
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Responsible to submit travel & accommodation month-end report on 3rd of every month to immediate Supervisor and make sure that end-of-month travel performance data is accurately prepared in accordance with automated system.
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Responsible to retain complete month-end records e.g. vendor invoices / TRF / hotel verification + invoice & month-end summary / travel expense form (HR-TECF-21) hard copied in file for audit verification.
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Responsible to coordinate daily travel + accommodation + ticket issuance or cancelation activities with the immediate / designated supervisor and seek guidance where required.
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Responsible to arrange travel (as per approved TRF) and accommodation for TIH faculty, staff, guests & approved Dignitaries as per laid down system / TIH SOPs and communicates with staff to confirm itinerary details, e.g., routing destinations, travel dates, accommodation arrangements, financial considerations, and other air travel related issues.
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Responsible (in accordance with SC approved vendors) to search, negotiate and economical rates with airline, ground transportation, guest house, hotel accommodations, and provides staff with directions & destination information and confirm itineraries / accommodation arrangements before issuance of air, railway, bus or car tickets.
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Responsible to receive and respond to incoming TIH faculty / staff travel requests and deal with occurring travel & accommodation problems, complaints, refunds, changes in itinerary and flight cancellations / travel expense form (HR-TECF-21) in a professional manner.
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Responsible to act as a focal point and coordinate / discuss with HR, Finance and SC related to travel invoices and payments as & when directed by immediate in-charge.
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Requests booking arrangements from approved travel agent with respective offers from them.
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Receives invoices from hotels / travel agent and compares them to the quoted prices. Takes necessary steps to correct mistakes if any exist and notify to immediate in-charge.
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Responsible to follow & comply established / approved duty schedule and maintained respectable & acceptable office discipline in accordance with TIH HR – ICOB policy.
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Responsible to ensure that individual TIH staff + senior management + approved dignitaries late hours travel / hotel or accommodation queries are appropriately handled and responded as received.
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Any other task assigned by immediate in-charge.