ITF JOB DESCRIPTION

JOB TITLE:Travel and Events Manager(B1)

RESPONSIBLE FOR:The management of all travel and events

REPORTING TO:Resources Coordinator

Main purpose of role:

  • Overall responsibility for the management, control and purchasing of all travel and accommodationand related services for London based employees, Regional staff and Affiliate employees as required ensuring that services purchased are at the most competitive prices and are of the required quality
  • Overall responsibility for the planning, coordination, obtaining internal agreement,purchasing and implementation of all aspects of event management

Specific duties and responsibilities:

  • Responsible for the development of anefficient and cost effective purchasing policy to ensure the ITF is able to leverage its purchasing power when obtaining all types of travel, accommodation and event services
  • Responsible for initiating, developing, negotiating, recommending and when with in budget accepting contracts with suppliers for travel, accommodation and event services who meet ITF requirements to secure the most favourable terms of business. Ensure that any contracts entered into are effectively carried out and reviewed annually as required.
  • Develop, implement and maintain all necessary procedures to ensure that accurate records are available for the purchase for all travel, accommodation and event services
  • Responsible for making individual and collective travel and accommodation bookings at all times ensuring the most cost effective price is paid when taking into consideration the demands of any journey on the traveller(s)
  • Responsible for the overall planning, budgeting, coordination, purchasing, delivery and post evaluation of major events across the ITF including the logistical management of the ITF Congress which is held every four years.
  • Responsible for developing and maintaining sound working relationships with the sponsors of events to ensure that planning is commenced at an early stage and regular meetings are held to ensure that all matters are being addressed relating to the proposed event and that an agreed budget is being adhered to and the event deadlines are achieved
  • Planning, implementation and supervision of resources for large events including interpretation and on site services
  • Responsible for ensuring that all travel visas are obtained as required
  • Responsible for ensuring that all medical requirements are met for any planned travel being undertaken
  • Working with ITF specialist departments to develop new systems and procedures, including IT solutions, to ensure that the ITF benefits from effective, user friendly travel and events.
  • Act as the ITF’s advisor on all matters relating to travel and events management

Person Specification:

  • Education to a degree level or equivalent
  • Considerable experience of travel and events management.
  • Proven experience in negotiating with external suppliers
  • Excellent communication skills both written and oral in English. Knowledge of other languages would be an advantage
  • Strong analytical and problem solving skills
  • Strong organisational skills and the ability to work under pressure
  • The ability to develop effective working relationships with a wide range of people and to negotiate with and influence them, using a consultative approach
  • The ability at all times to exercise discretion, diplomacy, judgement and initiative
  • Commitment to social justice and to trade unions

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