Travel Associate

The Department of HROS oversees global HR Management, Learning, Office Services, Security, and Ethics activities, as well as related reforms and policies across all IDLO offices, ensuring alignment with organizational strategy. The Department serves employees and managers in HQ, Country Offices, and Branch Offices.

Under the supervision of the Head, Office Services, and as a member of the OS team, the Travel Associate is responsible for providing travel services, securing travel itineraries, accommodation, and assisting with visa issuances for IDLO travelers. The incumbent promotes a collaborative, client-oriented approach and contributes to the maintenance of high staff morale.

THE POSITION
Primary functions and key results expected:

• Serve as the global focal point for international and domestic travel inquiries, including individual and group travel.
• Provide prompt feedback to travel requests, including related clearances and cancellations.
• Book airline tickets from GDS systems and coordinate with travel agents/airlines to secure cost-effective itineraries in compliance with the applicable IDLO travel policy.
• Advise on train transportation options and book train tickets.
• Arrange, confirm, and pay accommodation in compliance with the applicable travel policy or corporate rates.
• Arrange car transportation abroad.
• Advise on visa, vaccination, and travel documentation requirements to ensure timely issuance.
• Prepare notes verbales and liaise with Consulates for visa processing.
• Liaise with IDLO Finance to process credit card payments.
• Keep the travel profiles and details of IDLO staff, consultants, and guests up to date.
• Coordinate with airlines on corporate rates and manage IDLO's mileage allowance programs.
• Maintain in-depth knowledge of the IDLO Travel policy and processes to reduce legal risks and ensure compliance.
• Assist with developing, coordinating, and recommending changes to improve workflow in the relevant area of work, as well as supporting updates to travel policy, procedures, or forms.
• Train and manage interns/consultants on travel processes as required.
• Perform other related duties as assigned.

Education and Work Experience

• Bachelor’s degree in business administration, Hospitality/Tourism Management, International Relations, Logistics, or other.
• A minimum of 5 years’ experience in travel operations within an international organization, travel agency, or airline, including hands-on GDS ticketing, is required
• Experience supporting visa processes (incl. notes verbales/consular liaison), maintaining traveller profiles, and coordinating payments with Finance is necessary.

Languages

• Fluency in English and Italian is required. Knowledge of other languages is an asset.

 Specific knowledge, skills, and competencies

• Solid understanding of GDS-based air booking and ticketing, fare rules, and cost-effective routing; familiarity with hotel, rail, and ground transport bookings and corporate rates.
• Working knowledge of visa/vaccination requirements and travel documentation; awareness of organizational travel policies and duty‑of‑care standards.
• Proven ability to ensure process integrity and sustained service standards across multiple requests; strong prioritization and issue‑resolution skills.
• Excellent client service and clear communication with diverse stakeholders; ability to train interns/consultants on travel procedures.
• Proficiency in MS 365 (Outlook, Excel, SharePoint, Teams) and GDS platforms (e.g., Amadeus/Sabre).
• Ability to maintain confidentiality and exercise discretion.
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate.

For this locally recruited fixed-term support position, IDLO shall offer the selected candidate a Fixed Term local contract for 12 months, with the possibility of extension, subject to performance and availability of funding, at an annual basic salary of EUR €30,475, a leave and benefit package, including provident fund (14%), and health insurance in accordance with IDLO Employee Regulations and Rules.

Salaries and benefits paid by IDLO to employees are exempt from taxation in Italy.  IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or of any other relevant fiscal jurisdiction.

Applications will be screened regularly; a qualified applicant may be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer. We welcome applications from qualified candidates of all backgrounds. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Application deadline: 26 February 2026 (23:59hrs, Rome Time).