Associate Manager, Travel & General Services

Title: Associate Manager, Travel & General ServicesRequisition ID: 5458OVERVIEWBusiness Unit: President Complex Division: Travel & General Services Department: Administrative Services Department Country: Saudi Arabia Location: Jeddah Job Grade: M1 Contract Type: Fixed Term Closing Date: 15-Oct-2025JOB PURPOSETo ensure cost-efficient and trouble-free business travel services being provided to the IsDB Group staff and VIP visitors by building long-term and fruitful partnerships with major vendors.To ensure high quality and efficient protocol services to the top management of IsDB and VIP visitors and to continuously improve the services to bring it to the international standards.To ensure efficient and cost-effective services to the IsDB Group in the areas of hotel and venue booking, event management, catering and transportation to ensure smooth running of events and high-level satisfaction of all stakeholdersKEY ACCOUNTABILITIESEnsure that the latest fare data are updated on the system to facilitate timely and accurate payment / reimbursement for leave ticket, excess baggage, emergency travel, relocation and child education tickets for IsDB staff.Ensure provision of protocol services for airport arrival and departures, social events, meetings, conferences etc., to the top management of IsDBG and VIP Visitors, according to the set policies, procedures and work instructions, taking into consideration the level of staff/visitors and ensuring highest level of service and maintaining the image and reputation of the bank at the world-class standards.Ensure that an active database of all VIP’s and Visitors are maintained and continuously updated for a smooth protocol process and eliminate the risks of bad VIPs’ and top-management’s experience.Ensure that IsDB 24/7 Help Desk at the airport is functioning smoothly and available for high quality of service and timely resolution of queries / issues raised.Create and maintain an effective network of relationships with the government officials, private sector representatives, international and regional organizations, etc. to keep abreast of the changes in regulations and procedures and to resolve any difficulties that IsDB Group may face in conducting its business.Maintain cordial and professional relationship with the Customs, Immigration, Civil Aviation and Airlines officials to obtain assistance for timely clearance in case of any emergencies.Receive details of requirements from concerned departments, participate in the service / event agenda preparation by giving ideas based on experience, estimate cost with the help of finance department and propose most viable option.KEY ACCOUNTABILITIESEnsure quotations / proposals are received on time from approved hotels / vendors / suppliers / service providers, negotiate terms and make timely bookings to ensure conduct of event as per schedule.Make sure that the caterers adhere to the highest level of standards in the quality of food and hygiene and the same conform to the local and international regulations and standards.Coordinate with the venue and service providers to ensure that the event is conducted successfully and to the satisfaction of customers.Monitor and follow up for payments related to various services availed to ensure that such disbursements are within the deadline and as per the contractual agreements.Prepare and present regular management reports on travel, protocol and logistics related services and discuss the same with the respective Director, Senior Management and Managers to highlight any areas of concern and take necessary corrective actions to keep the travel function operating at its optimum level and continuously improve the processes.Contribute to the implementation, enhancement and customisation of SAP travel management system and roll out to Hubs.Develop Divisional KPI’s and objectives, communicate the same amongst the team, set performance standards, carry out regular review of performance, give periodic feedback and contribute to the development of Division staff.Stay abreast with the best practices, assess current practices, and recommend new methodologies and processes where needed to continuously improve the quality and efficiency of travel related services.ACADEMIC AND PROFESSIONAL QUALIFICATIONSMaster's Degree in hospitality or travel related field.10 years of experience in the travel or protocol related industry or travel and protocol related services in large global organizations.Minimum 3 years in the managerial / supervisory position.Languages: English: Mandatory | Arabic: Preferred | French: Preferred.SKILLS & NECESSARY KNOWLEDGEStrong knowledge of the travel, protocol and hospitality industry / services.Knowledge of IATA procedures and systemsAwareness of Member Countries traditions, customs, and cultures.Vendor management skills.Planning and organization skills.Negotiation SkillsProblem-solvingMS Office SkillSAP ERPCorporate Deals KnowledgeABOUT APPLICATION PROCESSIf you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):Resume/CVCopy of passportAcademic certificateIf you are currently an IsDB Regular staff applying for this role and get selected through the competitive selection process; your current contract type and other terms and conditions will remain unchanged.The Islamic Development Bank (IsDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the IsDB does not request information on applicants’ bank accounts. The IsDB declines all responsibility for the fraudulent publications of job posts or job offers in its name or, in general, for the fraudulent use of its name in any way whatsoever.