JOB DESCRIPTION

Travel Officer, Operations

This is a hybrid position which requires 8 days per month in the office. You can be based in our office in WRI Indonesia, Jakarta. Existing work authorization is required at the time of application submission as WRI is unable to sponsor any visa work sponsorship for this position.

Job Highlight

The Travel Officer plays a pivotal role in efficiently managing travel arrangements and ensuring the safety of employees, consultants, interns, and third parties involved in both domestic and international travel. This position is responsible for orchestrating a seamless, cost-effective travel process by coordinating flights, accommodations, transportation, and other critical services. The Travel Officer must take a proactive stance in negotiating with vendors, handling travel documentation, and complying with the organization”s travel policies to enhance the overall travel experience. Additionally, in close coordination with the Human Resources Team, the post holder responsible for supporting the implementation of safety and security travel for all WRI Indonesia staff.

In addition to travel coordination, the officer drives sustainability initiatives by collaborating with internal teams to monitor and minimize carbon emissions associated with travel. Acting as a sustainability champion, the officer implements eco-friendly practices across office facilities, develops strategies to enhance resource efficiency, and liaises with the global sustainability team to align local efforts with organizational goals.

This position is based in Jakarta, with office-flex working arrangements and possibility of doing travel. In support of WRI”s DEI commitment, you are responsible for actively participating in these collaborative efforts by integrating equity into your work, our workplace, and the organizational culture.

What You Will Do

1. Travel Management

• Coordinate and secure bookings for flights, hotels, car rentals, and other reservations for staff, consultants, interns, outsourced personnel, and participants, ensuring adherence to the organization’s travel needs. The booking is processed both through contracted travel agencies and, gradually directly to airlines, hotels, and other vendors, as WRI Indonesia will shift to self-managed booking arrangements
• Issue detailed reservation confirmations and itineraries, incorporating all necessary travel information.
• Engage in negotiations with travel service providers to obtain favourable rates and amenities.
• Evaluate and propose travel solutions that align with budgetary constraints, personal preferences, and the WRI Indonesia travel policy.
• Guarantee travellers possess requisite travel documents, such as visas and passports, for international journeys.

 

2. Travel Administration

• Process the payment of invoices from travel vendors, maintaining communication with employees, vendors, and partners as necessary regarding invoice.
• Manage transactions and monthly settlements of office credit cards related to travel expenses.
• Act as the administrative point of contact for Workday related to travel, including travel approval of workflows, expense reporting, etc.
• Collaborate with travel vendors to generate and review monthly travel activity reports.
• Maintain meticulous records of travel billing and invoicing.

3. Procurement

Process

• Support Procurement team on process of open contract, renewal, or evaluation for vendors travel related,
• Maintain close collaboration with Procurement to monitor service delivery and address issues with travel vendors

Contract and Vendor Management (Travel)

• Maintain close collaboration with Procurement to monitor service delivery and address issues with travel vendors
• Develop and maintain travel vendor database and performance evaluations.
• Build and maintain strong relationships with vendors, foster open communication, and resolve any issues that may arise.
• Resolve any contract-related disputes or issues in collaboration with legal and relevant stakeholders.

4. Safety, Security, and Emergency Support

Travel

• Offer immediate assistance during travel-related emergencies or disruptions.
• Maintain and update regional contact information, advising staff and consultants on travel within Indonesia.
• Address and resolve travel complications, proactively seeking ways to enhance the travel experience.
• Stay informed about travel trends, advisories, geopolitical conditions, and potential threats to ensure traveller safety, in collaboration with Human Resources.
• Collaborate with travel and accommodation vendors to ensure the safety and security of travelers during their business trip.
• Ensure travel insurance are available for all travelers during their business trip, in collaboration with Human Resources team.

5. Policy Compliance

• Ensure all travel arrangements adhere to WRI Indonesia’s travel policies and guidelines.
• Remain knowledgeable about travel regulations and assist in updating organizational travel policies as needed.

6. Communication and Coordination

• Liaise with travel agencies, airlines, hotels, and other service providers to ensure seamless travel logistics.
• Communicate travel details to traveler and provide necessary information.
• Serve as a point of contact for travel-related inquiries within WRI Indonesia.
• Coordinate with Project Operations Officer for regional office”s travel management, office facilities, safety and security.

7. Sustainability

• Engage in initiatives and practices (both internal and external) that support the organization”s commitment to environmental sustainability.
• Liaise with and support data for sustainability team to calculate and monitor carbon emissions of travel.

8. Additional Responsibilities

Perform other related duties as assigned, consistent with the role’s scope, by the Line Manager.

Contract Arrangement

Full-time with fixed-term employment agreement up to 31 March 2027 with 3 (three) months of consultancy will be in place prior to the start of the fixed-term employment.

How to Apply:

• Please submit a resume with a cover letter by 30 November 2025. You must apply through the WRI Careers portal to be considered. We may close for applications sooner if we receive a high volume of applications from qualified candidates.
• Must have authorization to work in Indonesia to be eligible for this position.
• Final candidates might be required to take a certain test and/or to produce/share writing samples when needed.
• This is a locally engaged position, Indonesian nationals are encouraged to apply.

What we offer:

• Salary that is commensurate with experience and skills
• Competitive and comprehensive benefit package
• Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields.
• A workplace that strives to put diversity and inclusion at the heart of our work
• The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
• Commitment to hybrid working model with flexible working hours

About Us:

World Resources Institute works to improve people’s lives, protect and restore nature and stabilize the climate. As an independent research organization, we leverage our data, expertise and global reach to influence policy and catalyze change across systems like food, land and water; energy; and cities. Our 2,000+ staff work on the ground in more than a dozen focus countries and with partners in over 50 nations.

Our mission and values:

WRI’s mission is to move human society to live in ways that protect Earth’s environment and its capacity to provide for the needs and aspirations of current and future generations.

Our values are shared ideals that bind us together: Independence, Integrity, Impact, Partnership, and Care.

Our culture:

WRI is committed to advancing gender and social equity for human well-being in our mission including equal opportunities in employment. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, age, caste, marital status, sexual orientation, gender identity and expression, disability, or protected Veteran status.

Our Human Resources Team carefully reviews all applications.

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