Senior Executive - Travel & Mobility (Project Based)

Job details

Last date to apply: Sunday 22 Nov, 2026 The Travel & Mobility Specialist will be responsible for end-to-end planning, coordination, and facilitation of official domestic and international travel for authorized institutional personnel and official guests. The role encompasses evaluating travel options, obtaining competitive airfares, managing ticket reservations, cancellations and refunds, facilitating visas and travel documentation, arranging hotel accommodation and ground transportation, securing travel insurance, coordinating travel itineraries, and processing travel advances, claims, and reimbursements. The Specialist will maintain accurate travel records, ensure proper documentation and approvals, monitor travel expenditures, and coordinate with relevant internal and external stakeholders to ensure timely, cost-effective, transparent, and policy-compliant travel arrangements. MAIN DUTIES & RESPONSIBILITIES: Travel Management • Coordinate and facilitate official domestic and international travel arrangements for authorized institutional personnel and official guests in accordance with the Institutional Travel Policy and Transaction Authority Policy. • Arrange air ticket bookings and related travel services in accordance with approved institutional procedures and budgetary guidelines. • Process and facilitate visa applications for faculty and staff travelling abroad on official assignments, including the preparation and submission of required documentation to embassies, consulates, and other relevant authorities. • Coordinate hotel reservations, accommodation, and hospitality arrangements for official guests visiting IBA. • Liaise with the Transport In-charge to arrange airport transfers and local transportation for official guests and authorized institutional travel. • Coordinate with the Finance and Payables functions to ensure timely processing of duly verified and approved payments to airlines, hotels, travel agencies, and other travel-related service providers. • Facilitate the processing and reimbursement of approved travel-related claims submitted by faculty and staff members. • Provide travel and logistical support for conferences, training programs, workshops, seminars, and other institutional events sponsored by the Institute. • Maintain complete and accurate records of travel requests, approvals, quotations, bookings, exepdnitures, invoices,and supporting documentation to ensure transparency, traceability and compliance with institutional policies and audit requirements. • Respond to and resolve queries raised by Internal Audit regarding official travel arrangements, expenditures, and supporting documentation. Administrative & Coordination Responsibilities • Ensure effective coordination with internal departments, external service providers, and relevant stakeholders to facilitate smooth travel, mobility, and administrative operations. • Maintain accurate and up-to-date records of travel arrangements, bookings, correspondence, approvals, and related transactions in both physical and digital formats. • Manage and coordinate incoming and outgoing correspondence received through postal mail, email, telephone, and other official communication channels. • Draft and coordinate responses to correspondence received from public and private sector organizations, including MOFA, the Directorate General of Immigration & Passports (DGI&P), NADRA, embassies, and other relevant authorities. • Maintain and organize physical and electronic records of all correspondence, communications, and official documents to ensure their accessibility and confidentiality. • Ensure timely follow-up, coordination, and resolution of matters related to travel, visas, official correspondence, and other assigned responsibilities. • Perform any other duties assigned by the immediate supervisor in accordance with the requirements of the role. QUALIFICATION & EXPERIENCE: • Bachelors degree in business administration, Management, Hospitality, Tourism, or a related field from an HEC-recognized institution. • Masters degree will be preferred. • Minimum 4-5 years of practical experience preferably in travel management or related functions. • Experience in handling official travel arrangements, visa processing, hotel reservations, and stakeholder coordination will be an advantage. • Experience in a higher education institution or corporate environment will be preferred. KNOWLEDGE & COMPETENCIES: • Knowledge of domestic and international travel arrangements, airline bookings, hotel reservations, and visa processing procedures. • Strong administrative coordination and organizational skills. • Excellent written and verbal communication skills, including professional correspondence drafting. • Proficiency in MS Office, particularly Outlook, Word, and Excel. • Effective coordination and stakeholder management abilities. • Strong attention to detail and record-keeping skills. • Professionalism, discretion, and ability to handle confidential information. • Problem-solving skills and ability to work effectively under pressure. Apply