Administrative Travel officer

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Reporting to the Operations Administrative Manager, the Administrative Travel Officer will serve as the central focal point for travel and visa coordination for IRC Ukraine. The position will provide end-to-end support to national and international staff, covering visa and immigration support, international and cross-border travel arrangements, accommodation, ground transportation, travel-related financial and administrative follow-up, and traveller support. The role will also provide additional administrative support to the Central Administration team as required.

The position is based in Kyiv and works closely with the Operations Administrative Manager, Administrative Officer, Finance, People & Culture, Safety and Security, travellers, contracted service providers and relevant consular authorities.

KEY RESPONSIBILITIES

1. Visa and Immigration Support

• Coordinate the full cycle of Ukrainian visa support for international staff, including consular appointments, application forms, supporting documents and follow-up with relevant authorities or consulates.
• Coordinate Schengen, Moldovan transit and other travel-related visas where required for approved routes.
• Facilitate in-country submissions for medium- and long-term stay and/or residence permits for expatriate staff.
• Support national staff with visas required for approved international missions, trainings and business travel.
• Maintain accurate guidance, checklists and records relating to visa requirements and case status.

2. Travel Planning and Arrangements

• Coordinate and, where applicable, arrange international flights, accommodation and associated travel services in accordance with IRC procedures and approved travel requests.
• Develop and coordinate complex routes involving Ukraine, Poland, Moldova and other transit locations, including domestic connections and international onward travel.
• Arrange or coordinate train tickets between Ukraine and Poland when travellers cannot purchase them independently, and ensure controlled transfer of original tickets or travel documents.
• Coordinate ground transportation, including taxis and transfers in Poland, Moldova and other transit locations where operationally required.
• Support local and cross-border travel arrangements in coordination with relevant IRC teams.

3. Financial and Administrative Follow-up

• Coordinate travel-related invoices, supporting documentation and payment follow-up with Finance and service providers.
• Maintain complete and auditable travel records, including approvals, itineraries, tickets, accommodation confirmations, invoices and visa documentation, as applicable.
• Support reconciliation and resolution of booking changes, refunds, credits and additional charges.
• Monitor recurring service issues and provide information to support vendor performance management and cost control.

4. Traveller Support and Operational Coordination

• Provide travellers with complete itineraries, visa documentation, practical travel information and pre-departure checks.
• Ensure travellers receive the required security information and briefings from the appropriate Safety and Security focal points before travel.
• Monitor active travel cases and provide timely support when disruptions, missed connections, documentation issues or urgent changes arise.
• Maintain an agreed escalation and backup arrangement for urgent travel-related issues outside normal working hours, in line with IRC working arrangements and management direction.
• Provide regular status information and operational reporting to the Operations Administrative Manager.

5. General Administrative Support

• Provide additional administrative support during peak workload periods, staff absences, office events and urgent operational needs.
• Support administrative documentation, records, vendor and invoice follow-up, and other departmental coordination as assigned.
• Provide backup coverage for agreed administrative processes to strengthen service continuity within the Central Administration team.
• Perform other reasonable administrative duties assigned by the Operations Administrative Manager that are consistent with the position's grade and job description.

JOB REQUIREMENTS

Education:

• Diploma or degree in Administration, Finance, Travel Management, International Relations or a related field.

Experience:

• At least 2 years’ experience in a similar travel, visa, administrative or coordination role, preferably within a humanitarian or development organisation.
• Demonstrated experience coordinating travel arrangements, visas, accommodation and/or related administrative processes.
• Previous experience handling different stakeholders and coordinating activities is desirable.
• Previous experience working in an international or multicultural environment is desirable.

Demonstrated Skills and Competencies:

• Strong organisational and time-management skills, with a demonstrated ability to prioritise tasks and meet deadlines.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Ability to coordinate multiple travel and visa cases simultaneously and follow up consistently with internal and external stakeholders.
• Ability to work independently and effectively in a dynamic, cross-functional team environment.
• Ability to work under pressure and respond appropriately to urgent travel-related issues in unstable security conditions.
• Good understanding of working with people from different cultures.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Personal qualities: team player, flexible, service-oriented, reliable, network-builder and able to handle pressure well.

Language Skills:

• Fluency in Ukrainian and English, both written and spoken, is required.

REPORTING STRUCTURE AND TEAM COLLABORATION

Reports to: Operations Administrative Manager

The position works closely with the Administrative Officer and relevant Finance, People & Culture, Safety and Security and Supply Chain colleagues, as well as travellers, service providers and consular authorities.

WORK ENVIRONMENT AND OTHER RELEVANT INFORMATION

• This position is full-time and Kyiv-based, with office-based or hybrid working arrangements in accordance with IRC policy.
• The role requires a high level of organisation, responsiveness, multitasking and attention to detail.
• The position may require urgent follow-up on active travel cases and coordination outside normal working hours in line with agreed IRC working arrangements and management direction.
• Fast-paced work environment, multiple priorities and psychological pressure.
  The organization supports flexible working arrangements where operationally possible.

IRC employees are eligible to the following benefits:

• Competitive salary
• Purposeful job and development opportunities
• English classes and unlimited online training courses
• Life Insurance
• Medical insurance for staff and family members
• Free psychological support to employees and their family members
• 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
• Up to 10 days of paid medical leave

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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