Travel Assistant
Travel Assistant
FIM Travel Department
TRAVEL ASSISTANT
Part-time position (60%) – 3 working days per week
Based in Mies (VD), Switzerland
Start date: January 2027
The FIM
Founded in 1904, the Fédération Internationale de Motocyclisme (FIM) is an International Federation formed by 125 National Federations throughout the world and is recognised as the sole competent body in motorcycle sport by the International Olympic Committee (IOC). The FIM is the worldwide governing body for motorcycle sport and the global advocate for motorcycling. With some 50 World Championships organised under its aegis, the FIM works for the benefit of the sport and all its stakeholders.
Your mission:
Reporting to the Head of Travel, you will provide administrative and operational support to the FIM Travel Department, helping to ensure the smooth organisation and coordination of business travel for FIM staff, Board members and delegates.
Working closely with the Head of Travel and various internal and external partners, you will assist with travel bookings, reservations, expense reporting and administrative follow-up, while ensuring compliance with the FIM Travel Policy and internal procedures.
We are looking for a well-organised, proactive and service-oriented person with excellent communication skills and strong attention to detail, who enjoys working in an international environment and finding practical solutions to travel-related requests.
Key responsibilities:
Travel Coordination and Bookings: Receive and process travel requests in accordance with the FIM Travel Policy, including researching and booking flights, accommodation and rental cars.
Supplier Communication and Support: Liaise with travel management company (TMC), hotels, car rental companies and travellers regarding requests, modifications and specific requirements.
Invoice Verification: Check flight, hotel and car rental invoices, ensuring their accuracy and compliance with agreed arrangements.
Expense Reporting: Prepare and review travel expense reports and supporting documentation for submission to the Accounting Department.
Travel Insurance Claims: Assist with the preparation and submission of travel insurance claims, monitor their progress and follow up with the insurance provider.
Travel Management Systems: Provide day-to-day support to travellers in the use of travel management platforms (Perk), assisting with user queries and system-related issues.
Administrative Operations: Maintain accurate travel records, contribute to the improvement of internal tracking tools and procedures and support the efficient day-to-day operation of the Travel Department.
Travel Stakeholder Assistance: Collaborate with FIM staff, Board members, delegates and internal divisions/departments to respond to travel-related enquiries and provide timely assistance.
Your profile:
- Commercial training, administrative qualification or equivalent professional background.
- Previous experience in travel coordination, business travel administration, reservations or a similar administrative role would be an asset.
- Excellent command of French and English, both written and spoken. Knowledge of other languages would be an advantage.
- Strong organisational skills, attention to detail and the ability to manage several tasks simultaneously.
- Proactive, reliable and service-oriented, with the ability to anticipate needs and find practical solutions.
- Ability to work independently and as part of a team, while managing priorities and meeting deadlines in a fast-paced environment.
- Excellent interpersonal and communication skills, with a diplomatic and professional approach when dealing with internal and external stakeholders.
- Good command of Microsoft Office applications, particularly Excel, Word and Outlook.
- Familiarity with travel booking platforms or expense management systems, such as Perk, would be an advantage.
- Interest in international sport and motorcycling would be appreciated.
- Flexibility to support the Travel Department during major FIM meetings and events, when required.
Recruitment Process:
Interested? Please submit your complete application (cover letter, CV, copies of diplomas, and work certificates) via the JobUp platform.
The FIM promotes equal opportunities and diversity.
Please note that applications not meeting the above criteria will not be considered and will not receive a response.
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