Travel Agent for flight tickets Full Time NEW

Position: Travel Agent for flight tickets

Background

The Coalition of Ethiopian Civil Society Organizations for Election Observation (CECOE) is a non-profit, non-governmental coalition of more than 175 member organizations, registered by the F.D.R.E. Authority for Civil Society Organizations (ACSO) in 2019 (Registration No. 4748) under Proclamation No. 1113/2019. CECOE works to strengthen and coordinate the role of Ethiopian civil society organizations in election observation, voter education, electoral conflict prevention, and capacity building. The organization is accredited by the National Election Board of Ethiopia (NEBE). It has extensive experience conducting citizen election observation and voter education initiatives across the country, including during the 2019 Sidama Referendum, the 2021 General Elections, the 2023 referendums in South Ethiopia, and the 2024 outstanding and re-elections.

CECOE Plans to negotiate and conclude a framework agreement with a qualified travel agent for the provision of international and local travel services.

Objective

The main objective of the agreement is to get reliable travel agents to facilitate confirmed flight reservations and ticket issuances on a credit basis and at any time, upon the official request by the CECOE.

Services required

For every accordingly approved travel request, travel agents shall immediately make bookings on the most direct and convenient route and on the lowest fare.

If required, travel arrangements can not be confirmed. The travel agent shall notify the CECOE of the problem and present three alternative routings and quotations for consideration.

For wait-listed bookings, the travel agent shall provide regular feedback on the status of the flight.

The Travel Agent shall promptly issue and deliver accurately prepared tickets and detailed journeys, (in printed or electronic format), showing the precise status of the airline on all segments of the journey, and shall keep well-informed of carrier schedule changes, as well as all other alterations and new conditions affecting travel and make appropriate adjustments for any changes in the flight when necessary, tickets and billings shall be modified or issued to reflect these changes.

The Travel Agent shall accurately advise on the ticketing deadlines and other relevant information on reservations made, to avoid cancellations of bookings.

Other services

The Travel Agent shall facilitate a corporate discount agreement with the respective airline the customer frequents to support the CECOE`s cost saving on travel expenses by securing discounts and incentive schemes which will be set up according to the airline’s policies and considering the travel budget available.

Refunds

The Travel Agent shall process a refund for all returned airline tickets within the agreed number of days that might be indicated in the corporate agreements with airlines. If tickets are paid for by the traveller, the traveler`s refund notice shall be processed by the travel agent within a reasonable time period.

Deliverables (Reports)

The Travel Agent shall keep records of all tickets procured, using the standard format to be provided by CECOE, and report on a monthly basis. The data provided should be accurate and consistent at all times.

Service Standards

The Travel Agent is expected to be a polite, responsive, and efficient service provider at all times to fulfill the CECOE expectations.

Duration

The contract shall be for up to two years, and unless it is terminated earlier, renewed after the existing contract period stated in the contract has expired.

Application Requirements

Interested companies should submit:

• Technical proposal
• Financial proposal

Evaluation Criteria

Applications will be evaluated based on:

• Technical and experience
• Financial proposal

Required Experience

The company/Firm should have:

• Legal renewed licenses like VAT, Trade license, and TIN
• At least 10 years of relevant experience in this sector