Travel Coordinator

OVERVIEW

The Global Symposium on Health Systems Research (HSR2024) is organized every two years by Health Systems Global.

The 8th Global Symposium on Health Systems Research will focus on the theme of Building Just and Sustainable Health Systems Centring People and Protecting the Planet. It will be held in Nagasaki, Japan in 2024 on 18-22 November 2024.

The role of the travel coordinator is to facilitate the coordination of travel logistics in accordance with the ThinkWell travel preparation checklist.

SPECIFIC TASKS

• Develop travel logistics tracker with the following information:

o Participant information

 Contact information (email, WhatsApp number), location, emergency contacts

o Travel information

 Participants flight, hotel and booking information

o Conference Information:

 Tracking abstract submissions and acceptance

 Status of participant registrations

 Communications plans

 Panel and Poster development

• Conference registration

o Assist with HSR participant registration

 Physically registering participants/groups into the HSR system and completing payment

 Maintain records of registration information, receipts, and project codes corresponding to each registration transaction.

• Travel Logistics

o Assist with determining recommended hotel options

o Coordinate external participants flight and hotel bookings through Melon

 Helping book flights externally if Melon doesn’t offer convenient locations

 Helping coordinate book groups with Melon point of contact (POC)

o Coordinate with Talent on required security requirements including:

 Disbursing security info to participants or arrange meeting if necessary

o Research and arrange airport transfers, if needed

o Determine visa/travel requirements for travelers and share this information

 Including required vaccinations i.e., yellow fever

 Confirm passport has required number of remaining pages and expiration validity with each participant

 Share ISOS risk level report

o Supporting visa process for destination and transit visas, including:

 Gathering the requirements/info and sharing with participants

 Coordinating with Talent for the development of visa support letters and sharing them with participants

 Supporting with the visa application, if necessary

o Travel Advances and Expense Reports

 Determine and share the max per diem amounts (listed on State Department website)

• Share this information with participants through the travel expense reimbursement form pre-filled out

 Assist with travel advance requests as necessary

• Sharing the link for advance requests

• Following up with accounting to ensure advance requests are provided

• If advance requests for external participants are needed, coordinate with program ops on how to do this

o Help liaise with Melon to rebook flights for participants in the case of last-minute cancellations or changes

o Share itineraries with on-site conference logistics

• On-site support/logistics

o Determine an on-site conference logistics point of contact (POC)

o Coordinate with on-site conference POC on printing of posters

o Book meeting rooms if necessary

o Book team dinner if necessary

o Confirm printed materials/ThinkWell collateral needed on site

o Compile list of ThinkWell-specific panels, presentations, posters times/slots/locations

o Compile digital back-ups of individual and panel presentations (i.e., USB)

o Confirm/reserve A/V services if needed for panels/meetings

o Take photos during presentations/panels to share with Communications

1 Bachelor’s degree in any four year course

2 A minimum of 2 years of relevant experience in events logistics and administration

3 Excellent computer skills including Microsoft Word, Excel and Powerpoint;

4 Good inter-personal skills, multi-tasking skills and ability to work under pressure;

5 Able to work independently with minimum supervision

6 Fluent command of English – written and spoken;

7 Preferably based in Manila