JOB PURPOSE

To coordinate and administer employee duty travel and administrative support services by arranging travel bookings, issuing travel documentation, processing travel transactions, coordinating expatriate visa and work permit requirements, supporting employee medical insurance administration, and maintaining accurate records in accordance with company policies, regulatory requirements, employee entitlements, and service agreements, while providing efficient support to employees and internal stakeholders across Gulf Air Group.

KEY RESPONSIBILITIES

Duty Travel Management

• Coordinate and process duty travel reservations on Gulf Air and other airlines for employees undertaking official travel.

• Issue tickets in accordance with approved travel authorizations, corporate agreements, and employee entitlements.

• Review travel requests and ensure compliance with company travel policies and procedures.

• Liaise with airlines, travel service providers, and internal stakeholders to facilitate travel arrangements and resolve related issues.

Travel Documentation & Administration

• Prepare and issue duty travel authorizations, MCOs, PTAs, and other required travel documentation.

• Verify employee eligibility and entitlement for duty travel benefits and concessions.

• Maintain accurate employee travel records and ensure timely updates in the Staff Travel Management System (STMS).

• Monitor travel documentation requirements and ensure proper filing and record retention.

Refunds, Adjustments & Reconciliation

• Process refund requests for unused duty travel tickets through STMS and applicable systems.

• Maintain refund records and provide employees with relevant references and documentation.

• Reconcile travel transactions and assist in resolving discrepancies related to ticketing, refunds, and travel charges.

Visa & Immigration Administration

• Coordinate with LMRA and relevant government authorities for expatriate visa processing, renewals, transfers, and cancellations.

• Prepare and submit required documentation for employment visas, work permits, and residency-related applications.

• Monitor visa validity and work permit expiry dates and coordinate timely renewals.

• Liaise with employees, HR representatives, and government entities to ensure compliance with immigration and labour regulations.

Medical Insurance Administration

• Coordinate employee medical insurance enrollment, additions, deletions, upgrades, and renewals with insurance providers.

• Assist employees with medical insurance queries, claims support, card issuance, and coverage-related matters.

• Maintain accurate insurance records and ensure updates are reflected in relevant systems and employee files.

• Liaise with insurance companies and brokers to resolve employee issues and support effective service delivery.

Financial Handling & Reporting

• Handle ticket sales, refunds, and related transactions in accordance with approved procedures and limits.

• Ensure duty travel transactions are accurately reported and processed for payroll deductions where applicable.

• Prepare periodic reports and statistics relating to duty travel, visa administration, and medical insurance activities.

• Support budget monitoring and service performance reporting related to assigned administrative functions.

Compliance & Records Management

• Review travel and administrative records to ensure accuracy, completeness, and compliance with company policies.

• Monitor compliance with staff travel regulations, immigration requirements, and insurance administration procedures.

• Report discrepancies, irregularities, or potential misuse of travel and administrative benefits.

• Maintain confidentiality of employee information and sensitive records.

Employee Support & Stakeholder Coordination

• Provide guidance and support to employees regarding duty travel procedures, visa requirements, and medical insurance services.

• Coordinate with HR, Finance, Government Relations, insurance providers, and other departments to ensure efficient service delivery.

• Respond to employee inquiries from headquarters and outstations in a professional and timely manner.

• Support continuous improvement initiatives to enhance administrative and employee support services.

JOB REQUIREMENTS

EDUCATION / QUALIFICATIONS

• Bachelor's degree in Business Management, or an equivalent major in the related field.

EXPERIENCE

• 2-4 years of experience in the related field.