Job ID
52207
Job Title
Travel and Visits Officer
To work for
The HALO Trust
Country
Syria
City
Damascus
Field of Work
Tourism/Hotels/Reservations - Administrative
Job Type
Full time
Minimum Education Level
Bachelor/ License Degree
Responsibilities
The HALO Trust is seeking a highly organised Travel and Visits Officer to manage and coordinate all programme visitors, international staff travel and visa requirements across the Syria Programme. The postholder will act as the central focal point for visit planning, ensuring that visas, flights, accommodation, transport, facilities, security, access and programme schedules are coordinated in advance and delivered effectively.
The role requires close coordination with the Fleet Team, Facilities Officer, Security and Access Officer, programme departments, senior management and external travel and visa service providers. The Travel and Visits Officer must maintain accurate records, anticipate risks and changes, and ensure that every visit is planned safely, efficiently and in line with programme procedures.
Responsibilities
Visitor Management and Coordination
• Act as the central focal point for all programme visitors, including international staff, donors, HQ staff, consultants and other approved guests.
• Coordinate visits from initial request through to departure, ensuring that requirements, responsibilities and timelines are clearly agreed.
• Prepare and maintain detailed visitor plans, itineraries, contact lists and movement schedules.
• Provide visitors with timely pre-arrival information, including travel, accommodation, security, access, communications and programme requirements.
• Monitor visits in progress and respond promptly to changes, delays, cancellations or emerging requirements.
• Maintain an accurate forward calendar of planned visitors and circulate relevant information to responsible departments.
Visa and Government Liaison
• Manage the visa process for all international staff and programme visitors, including new applications, renewals and extensions where applicable.
• Prepare, check and submit complete visa documentation to the relevant Syrian government authorities in accordance with current requirements.
• Maintain accurate visa records, application trackers, expiry dates and supporting documentation.
• Follow up regularly with relevant authorities and service providers to monitor application progress and resolve delays or documentation gaps.
• Provide clear advice to international staff and visitors on visa requirements, required documents, processing timelines and restrictions.
• Ensure sensitive personal information and passport documentation are handled securely and confidentially.
Travel and Flight Coordination
• Coordinate international and internal flights for programme visitors in line with approved travel plans and budgets.
• Confirm bookings, issue itineraries and communicate changes promptly to travellers and relevant departments.
• Coordinate airport transfers, border movements and onward travel arrangements as required.
• Maintain complete travel records, booking confirmations, passenger details and supporting financial documentation.
• Support the management of cancellations, rebooking, refunds and travel disruptions.
Cross-Departmental Visit Planning
• Lead the preparation and coordination of visitor plans with the fleet team, Facilities Officers, Security and Access Officer and relevant programme departments.
• Confirm vehicle, driver, accommodation, workspace, communications, access, briefing and field visit requirements before each visit.
• Ensure visit schedules are realistic, coordinated and consistent with security, access and operational constraints.
• Arrange briefings, meetings and field activities with relevant teams and confirm responsibilities in advance.
• Escalate unresolved issues, conflicting requirements or significant changes to the line manager and relevant senior staff.
Administration, Tracking and Compliance
• Maintain accurate visitor, visa and travel trackers and ensure information is current and accessible to authorised staff.
• Develop and use standard checklists, templates and procedures for visits, visa applications and travel arrangements.
• Ensure all arrangements comply with HALO policies, security procedures, safeguarding requirements and financial controls.
• Produce regular updates on forthcoming visits, visa status, travel bookings, risks and outstanding actions.
• Identify recurring issues and recommend practical improvements to visitor and travel coordination systems.
Qualifications
Essential
• Previous professional experience working in a travel agency, travel coordination, visitor management or a similar role.
• Demonstrated experience applying for visas through Syrian government authorities.
• Fluency in spoken and written English.
• Fluency in spoken and written Arabic.
• High level of computer literacy, including confident use of Microsoft Outlook, Word and Excel.
• Strong organisational, planning and time-management skills, with the ability to coordinate multiple visitors and deadlines at the same time.
• Excellent attention to detail.
• Strong communication and interpersonal skills, including the ability to coordinate effectively across multiple departments and with external service providers.
• Ability to respond calmly and professionally to changing travel arrangements, delays and urgent requests.
• Ability to handle confidential personal information with discretion.
Desirable
• Previous experience with an international NGO, UN agency, diplomatic mission or humanitarian organisation.
• Established professional relationships with travel agencies, airlines or relevant Syrian government departments.
• Experience coordinating airport transfers, border crossings, accommodation and field visit logistics.
• Experience maintaining travel, visitor or visa databases and trackers.
• Knowledge of security and access considerations affecting travel and visits within Syria.
• Valid driving licence
• Previous professional experience working in a travel agency, travel coordination, visitor management or a similar role.
• Demonstrated experience applying for visas through Syrian government authorities.
• Fluency in spoken and written English.
• Fluency in spoken and written Arabic.
• High level of computer literacy, including confident use of Microsoft Outlook, Word and Excel.
• Strong organisational, planning and time-management skills, with the ability to coordinate multiple visitors and deadlines at the same time.
• Excellent attention to detail.
• Strong communication and interpersonal skills, including the ability to coordinate effectively across multiple departments and with external service providers.
• Ability to respond calmly and professionally to changing travel arrangements, delays and urgent requests.
• Ability to handle confidential personal information with discretion.
Desirable
• Previous experience with an international NGO, UN agency, diplomatic mission or humanitarian organisation.
• Established professional relationships with travel agencies, airlines or relevant Syrian government departments.
• Experience coordinating airport transfers, border crossings, accommodation and field visit logistics.
• Experience maintaining travel, visitor or visa databases and trackers.
• Knowledge of security and access considerations affecting travel and visits within Syria.
• Valid driving licence
Salary and Benefits
Competitive salary based on experience and qualifications.
Opportunities for professional development and training.
Inclusive and supportive work environment.
Opportunities for professional development and training.
Inclusive and supportive work environment.
About us
HALO Trust is the world’s largest humanitarian organization specializing in mine action. It is a non-governmental, non-political, and non-religious organization headquartered in the United Kingdom. The organization’s mission is to protect lives and restore livelihoods for communities affected by conflict by removing landmines and explosive remnants of war, enabling communities and countries to recover safely.
HALO is committed to the principle of equal opportunity and does not discriminate against any applicant on the basis of age, gender, race, religion, disability, or any other characteristic. All recruitment processes are conducted with full transparency, and selection is based solely on competence and the ability to perform the tasks. The organization encourages women and persons with disabilities to apply for positions.
HALO has been operating in Syria since 2016, implementing humanitarian mine action activities, including survey, mine clearance, and explosive ordnance risk education. The program is currently undergoing an expansion phase due to recent developments in Syria, which have created broader opportunities for humanitarian mine clearance organizations to work inside the country.
HALO is committed to the principle of equal opportunity and does not discriminate against any applicant on the basis of age, gender, race, religion, disability, or any other characteristic. All recruitment processes are conducted with full transparency, and selection is based solely on competence and the ability to perform the tasks. The organization encourages women and persons with disabilities to apply for positions.
HALO has been operating in Syria since 2016, implementing humanitarian mine action activities, including survey, mine clearance, and explosive ordnance risk education. The program is currently undergoing an expansion phase due to recent developments in Syria, which have created broader opportunities for humanitarian mine clearance organizations to work inside the country.
Required employees number
1
Posted On
Nov 10, 2026
Expiry Date
Dec 10, 2026
CV Language
English