Jobs

Travel Office Assistant Manager

Vacancy for: External Relations and Communications

Ref Code: VII8

Reporting Channel/Interactions:

• Reports directly to the Travel Office Manager & Head of Department
• Interacts and communicates with GUC Community, local and international hotels, airlines and travel agencies

Educational Background:

• BA in General Management or Tourism

Experience:

• 5 - 7 years of experience in the Travel Business Field

Key Responsibilities:

1. Trip Planning and Coordination:

 Strategically oversee the planning and booking process for all university-related
trips, including Semester Abroad Programs, winter and summer workshops,
academic excursions, and university events.
 Direct the Coordination of the transportation and accommodation logistics for
academic excursions and trips.
 Plan accommodation and flight tickets for major university events.

2. Travel Documentation Management:

 Supervise the preparation of all necessary traveling documents for students and
staff members.
 Book visa appointments for students and staff members.
 Communicate with the GUC Berlin University branch to obtain necessary
documents for visa applications and other travel-related purposes.

3. Booking Coordination and Negotiation:

 Lead the management of flight and hotel booking requests, seeking the best
available options and negotiating with travel agencies to secure favorable rates.
 Maintain correspondence with the German embassy, prominent hotels, and travel
agencies to facilitate booking processes and resolve any issues that may arise.

4. Administrative Support:
 Oversee the travel office database, ensuring accuracy and completeness of
student and staff records.
 Manage all administrative tasks and inquiries related to travel arrangements.
 Perform presentations for new students and travelers, offering guidance and
information on travel procedures, requirements, and expectations.

5. Leadership and Team Development:

 Assist the Travel Office Manager in mentoring and supervising the travel office
team, providing guidance and support as needed.
 Foster positive relationships within the GUC community to enhance travel
services.

Job-related Skills:

 Computer Skills: Microsoft office
 Language Skills:
Arabic – Fluent (Written & Spoken)
English – Fluent (Written & spoken)
German is an asset
 Strong Administrative and Organizational Skills
 Communication and Interpersonal Skills
 Management Skills
 Leadership Skills