Administration and Travel Coordinator

About the role

The Administration and Travel Coordinator will ensure efficient, compliant and cost‑effective delivery of administrative, travel, accommodation and facilities services for World Vision Ghana. The role supports staff productivity and a positive visitor experience by managing service providers, coordinating travel logistics and maintaining office facilities in line with World Vision policies and national regulations.

Key responsibilities

• Identify, source and manage approved service providers for accommodation, travel, logistics and administrative services.
• Negotiate and manage annual framework agreements with hotels, airlines and other vendors.
• Develop, review and circulate travel and accommodation guidelines to staff and visitors.
• Monitor service contracts, track validity periods and coordinate advance payments and recoveries with Finance.
• Prepare and submit monthly administrative and travel reports, including expenditure trends and vendor performance.
• Maintain up‑to‑date travel tracking schedules, itineraries and related documentation.
• Communicate timely and accurately with travelers, departments and service providers throughout the travel lifecycle.
• Represent World Vision Ghana with hotels, airlines, immigration authorities and other service providers.
• Coordinate visitor logistics, including arrival, accommodation, transport and office access.
• Deliver security briefings and child‑protection orientation for all visitors.
• Coordinate hotel and venue bookings, manage quotations, requisitions and purchase orders.
• Support local and international workshops, handling venue arrangements, logistics and bill settlement.
• Arrange travel logistics such as e‑tickets, accommodation, meals and ground transportation.

Required profile

• Proven experience coordinating administrative, travel and accommodation services.
• Familiarity with procurement and partnership policies.
• Ability to negotiate and manage vendor contracts.
• Strong communication skills for interaction with internal teams and external service providers.
• Attention to detail in tracking travel documentation and reporting.

Required skills