Local Travel Officer - Haiti

Location: Port-au-Prince, Haiti

Role Type: Full-time FTC

CLOSING DATE: 1st July 2026

About ARK

ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create greater stability, opportunity and hope for the future. 

We believe that strong, resilient communities are the foundation of local, national, regional and international development and stability – and ultimately a safer, peaceful and more prosperous world. At ARK, we have delivered research and programmatic interventions validating this approach in over twenty countries since 2008. As a social enterprise, we work in partnership with communities, our donors, and other implementers to build local capacities, generate opportunity and bring about sustainable change. 

Learn more about our impact here:  https://www.ark.international/impact

About the role

The Local Travel Officer supports the effective delivery of programme activities in Haiti by providing travel coordination and administrative support services in line with ARK policies and procedures. The role exists to ensure that travel arrangements for staff, consultants, and project stakeholders are managed efficiently and compliantly,  in accordance with internal governance and donor requirements. Working closely with the Logistics & Procurement (L&P) team, the Project Manager, in-country team, Finance, HR, and external travel service provider, the post-holder facilitates the smooth mobilisation and movement of personnel while maintaining accurate records and resolving travel-related issues. Through these functions, the role contributes to the broader provision of operational support services, enabling effective, accountable, and timely programme implementation. 

What you'll be doing

Travel Booking and Administration 

• Book approved flights, accommodation, airport transfers, and in-country transport for staff, consultants, and authorised project stakeholders.
• Coordinate all international and domestic travel arrangements for international project staff.
• Manage flight bookings, accommodation, ground transport, and related travel logistics.
• Obtain travel options, compare availability, routing, timing, and cost, and confirm bookings through the approved travel service provider or booking channel.
• Prepare and share confirmed itineraries with travellers, the Project Manager, Finance, HR, and relevant in-country staff.
• Manage booking changes, cancellations, rebookings, and short-notice travel requests, ensuring travellers and internal stakeholders are kept informed.
• Support staff and consultant mobilisation and demobilisation by confirming travel dates, routing, accommodation, transport arrangements, and arrival or departure information.
• Provide logistical support for staff movement linked to Port-au-Prince project delivery and field operations.

 Travel Request Management and Coordination 

• Receive, review, and track travel requests, ensuring required information is complete before bookings are made.
• Check traveller details before confirming bookings, including names, passport information where required, travel dates, routing, approvals, budget codes, and any relevant visa or entry requirements.
• Support visa processing, travel documentation, and entry/exit requirements for Haiti.
• Prioritise urgent and time-sensitive travel requests in consultation with the Project Manager.
• Coordinate with Finance and HR to verify approvals, traveller eligibility, and any supporting information required before travel is confirmed.

 Supplier and Stakeholder Liaison 

• Act as the primary focal point for day-to-day travel matters in Haiti, providing clear and timely updates to travellers, the Project Manager, in-country teams, Finance, HR, and the Logistics & Procurement function.
• Liaise directly with travel service providers, airlines, hotels, transport providers, and armoured vehicle suppliers as required to request quotes, confirm bookings, resolve issues, and follow up on service delivery.
• Follow up with service providers on booking confirmations, invoices, receipts, credit notes, cancellations, and outstanding documentation.
• Maintain professional working relationships with internal stakeholders and external providers to support reliable, timely, and cost-conscious travel arrangements.

Compliance, Records, and Cost Control 

• Ensure travel bookings are made in line with ARK policies, approval requirements, donor rules, and applicable project procedures.
• Ensure duty of care compliance, including tracking staff movements and adhering to travel security protocols.
• Maintain an up-to-date travel tracker showing travel requests, booking status, traveller details, travel dates, costs, approvals, and outstanding actions.
• Maintain accurate travel records and a complete travel file for each booking.
• Check invoices and supporting documents against confirmed bookings and reconcile travel-related expenditures before submission to Finance.
• Identify practical opportunities to reduce travel costs, avoid unnecessary changes or cancellation fees, and improve value for money without compromising operational requirements.

Travel Disruption and Emergency Support 

• Respond promptly to travel disruptions, including delayed flights, cancellations, missed connections, accommodation issues, transport delays, and urgent itinerary changes.
• Liaise with travel providers and airlines to resolve disruptions and itinerary changes.
• Arrange alternative travel, accommodation, or transport options where required, escalating complex issues to the relevant internal team or service provider.
• Provide out-of-hours support for emergency travel bookings, urgent booking changes, and time-sensitive traveller queries.
• Keep relevant stakeholders informed of changes that may affect programme delivery, traveller safety, costs, or arrival and departure timings.

Process Improvement and Reporting

• Flag recurring provider issues, documentation gaps, booking delays, and process bottlenecks to the Logistics & Procurement team.
• Support improvements to travel tracking, document filing, request management, and communication processes.

Safeguarding  

• Be aware of and compliant with all the standards following Safeguarding procedures and policies.  
• Promote ARK’s speak up culture in order to protect the welfare of children, young people and vulnerable adults.

Any other duties as appropriate to the position, as requested. 

Requirements

Technical Skills & Experience 

Essential

• Minimum of 2 to 4 years’ experience booking and coordinating flights, accommodation, airport transfers, and local transport in a corporate, NGO, logistics, travel, or project-based environment. 
• Practical experience obtaining travel options, comparing routes, prices, availability, and timings, and confirming bookings accurately and on time.
• Experience liaising with travel service providers, airlines, hotels, transport providers, and internal stakeholders to request quotes, confirm arrangements, resolve issues, and follow up on outstanding documentation. 
• Experience maintaining travel trackers, booking files, administrative records, and audit-ready documentation. 
• Strong working knowledge of Microsoft Office applications, particularly Excel, Outlook, and Word, for tracking requests, maintaining records, preparing itineraries, and communicating updates. 
• Ability to manage multiple travel requests, urgent changes, and competing deadlines while maintaining accuracy, professionalism, and clear communication.
• Fluency in written and spoken English, with the ability to communicate clearly with travellers, service providers, and internal teams. 
• French and/or Haitian Creole language skills, where required for supplier and traveller coordination. 

Desirable

• Experience coordinating travel in Haiti or similar challenging operating environments, including managing flight disruptions, limited supplier availability, security constraints, and short-notice changes. 
• Experience working in a donor-funded, NGO, humanitarian, stabilisation, security, or international development environment.
• Familiarity with travel booking platforms, online travel tools, travel management companies, or supplier portals. 
• Knowledge of travel policies, approval workflows, value-for-money requirements, and cost control processes in a programme or corporate setting.
• Familiarity with procurement, logistics, finance, or operations support processes, particularly where linked to travel, supplier coordination, or invoice reconciliation. 

Benefits

Why join ARK?  

• Impactful Work: Your expertise will directly impact the lives of those in need.  
• Global Reach: Collaborate with international experts and local stakeholders.  
• Innovation: Engage in pioneering solutions for sustainable change.  
• Career Growth: Expand your horizons with varied projects and challenges.  

Our People

Our team covers a diverse range of professional backgrounds, from diplomacy, humanitarian, development and the military, to the UN, civil society groups, multilateral organizations, journalism and the private sector.  

Smart: We think deeply about things. We’re proud of our institutional knowledge and our grounding in rigorous research, which we use to make informed decisions.   

Humble: Our work leaves little room for pride or arrogance. Our operating environment is constantly evolving, and we recognize out limitations. We believe in and rely on the education and experiences of others while remaining quick to read, invite feedback, and ask sensible questions.   

Accountable: Each of us want ARK, its partners, and beneficiaries to succeed. This means taking initiative, assuming ownership when necessary and never giving up on our beneficiaries. We are committed and accountable, to both our donors and the communities we serve.   

Collegiate: We know we are stronger together and that every contribution counts. We trust each other and always support each other.   

Outspoken: We tackle diverse challenges, and we always want to find the best solution to a problem. We aren’t afraid to share our opinions, and we want to hear those of others too.   

ARK Group is an equal opportunity employer. We actively seek a diverse applicant pool and encourage candidates of all backgrounds to apply. ARK Group does not discriminate on the basis of ability, age, gender identity or expression, national origin, race and ethnicity, religious beliefs or sexual orientation. We welcome all kinds of diversity. ARK Group places human dignity at the center of its development and stabilization work and is this committed to the protection from sexual exploitation and abuse of children and adults. All ARK Group employees and related personnel are expected to share this commitment and only those who also uphold these values will be recruited as part of our team. This vacancy is therefore subject to a range of due diligence checks.