Description :

Grade Level: L1/L2

Location: Islamabad

Last date to apply: 28th April 2025

What is Travel Specialist?

Act as a primary travel consultant for employees whereby ensure end to end travel arrangements from the start of the journey till the completion whilst also continuously engaging with the employee to provide any support that may be needed during the travel. An important aspect of the job is to ensure confidentiality and security related aspects pertaining to each journey.

The Travel Specialist is responsible for managing and executing all domestic and international travel and accommodation arrangements for company employees, HQ visiting personnel, and external stakeholders. The role requires strong coordination with internal teams, travel agencies, hotels, and other vendors to ensure smooth, timely, and cost-effective travel solutions in alignment with organizational protocols.

What does Travel Specialist do?

• Research various destinations that are frequently travelled to and means of travel regarding prices, customs, accommodation, visa regulations, transport, weather conditions, travel reviews and security situation that may positively or negatively impact a travel plan.
• Evaluate the employee’s travel requirements and suggest suitable travel plans / itinerary ensuring that associated costs and prices are negotiated, and rates secured are reasonable.
• Organize travel from beginning to end, through booking tickets and accommodation, securing rental transportation, visa arrangements and ensure timely confirmation to the traveling employee
• Provide traveling employees with pertinent information and useful travel material (guides, maps, event programs, itineraries etc.) especially to international travelers coming into Pakistan
• Handle unforeseen problems and complaints and determine eligibility for refunds on cancellations however proactively ensure that changes and cancellations are kept to the minimum
• Keep up to date with travel regulations and trends and be aware of latest tools used to plan itineraries, track travel such as air and road travel.
• Create and update travel employees data and report on a weekly basis and also on a monthly basis alongside cost that is incurred.
• Maintain relationships with key stakeholders across the organization to ensure travel arrangements made are seamless and involved stakeholders have relevant information in order to ensure consistency in terms of information
• Provide support to employees with respect to concierge services and facilitating requests pertaining to travel services

Operational Responsibilities:

• Coordinate international air travel and hotel accommodations for company employees traveling abroad for business, ensuring all arrangements are made in a timely manner.
• Ensure employees submit Travel Authorization Forms (TAFs) at least 24 hours prior for domestic travel and 21 days in advance for international travel to avoid operational disruptions.
• Manage business visa processes, including the preparation and collection of necessary documents for submission.
• Handle international hotel bookings and maintain regular communication with partner hotels for timely confirmations.
• Arrange domestic air travel in coordination with travel agencies and ensure efficient scheduling for employees nationwide.
• Manage hotel accommodation for employees traveling to the North Region and for personnel visiting from HQ to Pakistan.
• Provide after-hours on-call support for urgent travel or hotel-related issues.
• Coordinate same-day travel arrangements by road for intercity/regional business visits.
• Arrange Chamber of Commerce letters for foreign business travelers requiring visa-on-arrival support in Pakistan.
• Support all travel and lodging aspects of employee relocations in the North Region.
• Liaise with vendors for invoice processing, dispute resolution, and follow-ups related to hotel and air travel.
• Assist in the vendor onboarding process by coordinating the required documentation with the SCM department.
• Organize group travel and accommodation for domestic and international events.
• Maintain monthly data records for all international and domestic travel and hotel bookings.
• Submit a monthly international travel report to the IT-CRM team.
• Arrange International Chamber of Commerce (ICC) letters to support foreign nationals applying for business visas to Pakistan.
• Verify and update invoices in the system related to travel and accommodation services.
• Address employee travel expenses claim queries via email or phone and ensure resolution in a timely manner.
• Coordinate group stay arrangements for departmental off-sites or day-out activities as required.
• Arrange travel and accommodation for external trainers conducting nationwide sessions for company employees.
• Provide support for employees’ personal travel and hotel bookings on a case-by-case basis as per policy.

Jazz is an equal opportunity employer. We celebrate, support, and thrive on diversity and are committed to creating an inclusive environment for all employees.

Requirements

What are we looking for and what does it require to be Travel Specialist?

• Proven experience in corporate travel management or a related administrative function.
• Strong organizational and coordination skills.
• Excellent communication and vendor management abilities.
• Ability to work under pressure and manage last-minute changes.
• Proficiency in travel management tools and MS Office.
• Availability to support outside regular working hours when necessary.

Benefits

Why Join Jazz?

As one of the leading employers in the country, Jazz epitomizes the philosophy that each Jazz employee is passionately living a better every day inspired and enabled by visionary leadership, a unique professional culture, a flourishing lifestyle, and continuous learning and development.

Our core values include qualities essential for a positive organizational culture - truthfully guiding entrepreneurial and innovative mindsets, harnessing professional and interpersonal collaboration, and fostering across-the-board customer-obsession.

As one of the largest private sector organizations in Pakistan, our objective is to continue to change the lives of our 70+ million customers for the better. This is an opportunity for someone who wants to be part of something transformative, someone who can play a critical role in driving our success. Together, we can empower millions more with the tools necessary to progress in an increasingly digital economy.