Protection International Africa (PIA) is registered as a legal entity in Kenya and is recognised as a ‘non-government organisation’. PIA is the regional hub for all Protection International’s work in Africa, with the office in Nairobi hosting the hub as well as the Kenya office, otherwise referred to as Protection International Africa in Kenya (PIA-Kenya/PIA-K). Additionally, PIA has direct engagement with the PI Country Office in DRC, a focal point in Tanzania and projects across the African Region in East Africa, West Africa, Central Africa and Southern Africa.
PIA’s objective is to increase the agency of human rights defenders (HRDs) and contribute to creation of safe spaces for HRDs to continue advocating for the promotion and protection of HRDs’ rights to defend human rights. This objective is achieved through capacity building in physical and digital security; monitoring, documentation and reporting of human rights violations; national, regional, and international advocacy; emergency response to human rights defenders at risk and network strengthening.
Protection International Africa is seeking the services of a qualified and experienced and reliable travel booking service provider to manage the booking and coordination of travel arrangements for its staff, management, and consultants. The provider will be responsible for handling travel logistics for both domestic and international travel, including airline tickets and ground transportation, and other related services.
Terms of Reference
- Book domestic and international flights, ensuring that the best available fares and options are secured while considering the traveler’s preferences and organizational travel policies.
- Provide recommendations on the best routes, flight schedules, and preferred airlines.
- Handle flight changes, cancellations, and refunds as needed.
- Organize airport transfers, car rentals, or other required transport options (e.g., taxis, buses, etc.) for the traveler.
- Ensure availability of transportation services at destinations, including local transportation for meetings, events, or conferences.
- Ensure that all bookings are made in accordance with the organization’s travel policy, including cost limits for flights, hotels, and transportation.
- Offer a 24/7 customer support system to assist with changes, cancellations, or emergency travel issues.
- Provide regular travel status updates to travelers, including any changes to flights, hotel bookings, or other transportation arrangements.
- Provide a dedicated point of contact for the organization to streamline communication and booking coordination.
- The service provider will ensure that all personal data, travel details, and sensitive information are handled in strict accordance with relevant data protection laws
- Offer solutions to ensure that travel costs are optimized, considering both the comfort and budget of the organization.
Deliverables
- Booking confirmations
- Travel Itinerary
- Monthly Travel Reports
- Emergency Response
- Visa acquisition
Mandatory Requirements
- Be a registered, licensed travel agency with a proven track record in corporate travel management.
- Have experience in handling complex travel arrangements, including international travel, group bookings, and executive-level travel.
- Possess a well-established relationship with airlines, hotels, and transport providers to ensure competitive rates and priority service.
- Demonstrate competence in travel policy compliance and the ability to suggest cost-saving strategies.
- Provide evidence of a 24/7 customer support system or emergency contact services.
Application Requirements.
- Profile of the firm
- Profile of the proposed team, that will be supporting us
- Technical and Financial Proposal
Application Procedure.
Interested candidates to send their applications to kenya@protectioninternational.org by December 3 2024.