Lead, Travel & Events

Purpose of the job

- Assists in all the operations related to the employee programs through acquiring new suppliers and manages the existing suppliers, identifying areas of improvement and recommending fixes and ways to enhance the services offered to employees.

- Dedicated to booking all aspects of international, domestic business travel & leisure

- Provides guidance and assistance to travellers and resolving employees travel problems.

- Maintains cost effectiveness at all times. And ensures annual budget forecast are not exceeded.

- Ensures accurate and timely presentation of clients travel documentation. 

Duties and responsibilities

• Screen offers and negotiate price, terms, and conditions of the deal to constitute exclusive offers.
• Issue agreement contracts in coordination with direct manager.
• Communicate new offerings to employees by writing announcement summaries with details of the service to be published by composing SMS announcements of the new service.
• Review the eligibility of each employee applying to the relevant offering before proceeding.
• Produce when relevant datasheets of any deductions that would be reflected on the payroll in accordance with the due date agreed upon each month(add).
• Create all relevant databases such as suppliers, usages, and employees.
• Send monthly newsflash with all the new offers and discounts.
• Generate quarterly reports to reflect all the operations as figures, values, and savings.
• Analyze the employees needs from the benefits via surveys and others.
• Update My HR App and collect the data from the benefits sub departments.
• Guide and advise the employees with the new benefits, its process and how to apply for it.
• Handle the recognition award program administration and payments with Payroll team.
• Handle all claims provided by the supplier.
• Manage all handsets and devices for staff and monitor the eligibility criteria.
• Manage the cafeteria issues with suppliers /employees and check quality of food, hygiene, food quantity, pricing, and location.
• Handle all exhibitions/events in all locations and managing the deal and premises permissions for the suppliers.
• Handle Premium card and Now pay workflow and relative suppliers.
• Handle all administrative tasks related to the applied offers.

• Implement best practices from Orange Group to ensure Orange has best travel offers locally & internationally.

• Manage and inspect all the violation actions to be reported for the compliance department & top management.

• Monitors travel policy compliance and responsible for accurately applying policy to provide travel services according to level & entitlements.

• Manages overseas and domestic daily workflow of travel requests from all employees across the company for hotels, flights & all travel services.

• Functional knowledge to plan itineraries and arranges accommodations and other travel services for all employees.

• Communicates all restrictions on flights regarding destinations to avoid penalties resulting from travellers non-adherence.

• Conduct surveys & assess feedback to increase employees satisfaction.

• Maintaining the up-to-date information on the travel operations to maintain the department policy.

• Educating all the interactive employees with all the travel processes, procedures, and benefits.

• Recording all travel transactions as reference.

• Formulates recommendations and provides feedback to management regarding operational policies and procedures.

• Problem solving all the complaints raised from employees.

• Utilizing business expertise of available travel services and promotional techniques.

• Provide Monthly & Quarterly reports (Accrual, Budget, Emergency travel, Money spent per supplier & Cost saving reports etc.

• Provide the visa application best service. With aim to help employees attain different visa in a timely manner.

• Interface with HR Department - Employee Services to issue required documents for business travels.

• Act as focal point with the French Embassy to facilitate all the needed process from orange side.

• Manage & maintain company's relation with suppliers.

• Elaborate all risks and crises that may affect the employee life.

• Respond to risk management/emergency situations immediately even during official & public holidays.

• Identify opportunities and positive benefits of sourcing/contracting new hotels or travel agencies.

• Supervising & monitoring Carlson Wagonlit staff performance to ensure best competitive offers are provided to Orange with maximum cost savings.

• Providing best market rates for personal requests to orange employees by extending contracted rates to their personal vacations thought My Vacation inbox.

Events:

• Work closely with internal event planning committees to define event goals, objectives & specific implementation plans that promote the organizational plans and maintaining the company image with appropriate cost effectiveness.
• Booking banquets rooms, arrange food and beverage, order supplies and audio-visual equipment, make travel arrangements, order event signs, and ensure appropriate interior design to meet the business purpose of the event.
• Conduct research, make site visits, and find resources to help make decisions about event possibilities.
• Prepare checklist for event & ensure implementation.
• Serve as the onsite Event Supervisor.
• Propose new ideas to improve the event planning and implementation process.
• Negotiate agreement with suppliers to ensure lowest cost & highest quality of service.
• Negotiate / contract food & beverage for on-site caterings.
• Negotiating prices & supervising operations for New Hires inductions ensuring best quality delivery for minimum of 80 pax monthly.
• Preparing budgets and provides periodic progress reports to department focal for each event.
• Work closely with communications & Finance staff to oversee & facilitate event process/expenditures.
• Keep track of event finances including check requests, invoicing, and reporting.
• Delivering events on time, within budget, that meet the management expectations.

Job specification

Education

• University graduate from a recognized university.

• Advanced studies in HR are an asset.

Experience

• 1- 3 year Experience in a relevant field
• Experience in dealing with suppliers in a customer-oriented environment.

Skills and abilities

• Very good English both spoken and written.
  
• Very good computer working skills.
• Flexible with ability to endure long working hours and work under stress.
• Analytical skills and ability to deal with figures.
• Strong negotiation skills.
• Both customer and teamwork oriented.
• Able to conduct out-of-office business visits, both in and out of Cairo.
• Very good report writing with high communications skills.