Job Title: Travel Agent Services for KONEKSI office

Sector: Travel Agent Services, Indonesia

Position Type: Part-Time

Duration/Level of Effort: Long-Term

Location: Jakarta, Indonesia  

SUMMARY OF THE PROJECT

The DFAT-funded Knowledge Partnership Program (KONEKSI) is Australia’s flagship program in the Indonesia knowledge and innovation sector. KONEKSI’s goal is to achieve an enduring relationship between Indonesia and Australia that advances mutual interest and supports Indonesia’s inclusive and sustainable development. The purpose of the program is to increase the use of knowledge-based solutions for inclusive and sustainable policies and technologies. This purpose positions KONEKSI as a vehicle to produce knowledge on complex socio-economic problems, where effective solutions are often beyond a unique sector or category of stakeholders. It will support both the knowledge to policy cycle (K2P) and the knowledge to innovation cycle (K2I), in a complementary and synergistic way. KONEKSI will focus on two End of Investment Outcomes (EOIOs):

1. Australian and Indonesian organisations have increased collaboration and mutual understanding through knowledge partnerships; and

2. Innovative solutions for inclusive and sustainable policies and technologies are generated by knowledge partnerships. 

SUMMARY OF THE POSITION

KONEKSI is seeking the services of an organisation/institution providing travel agency services in Indonesia.

The detailed Terms of Reference can be found here: https://www.cowater.com/wp-content/uploads/2024/01/RFP-002_KONEKSI-Travel-Agent-Services.pdf

KEY RESPONSIBILITIES

1. To provide travel reservation and ticketing services for all KONEKSI staffs and related KONEKSI partners in conjunction with authorized official travel.
2. To provide reservation services on requested airline, hotel, car rental and other type of transportation in compliance with KONEKSI travel policy.
3. To provide quotation of options to determine on the type of ticket and route options to be applied (normal economy with more flexibility for change and or promotional fare, Domestic and International travel) on each travel reservation.
4. To assist KONEKSI with booking hotels (local and international) and conference facilities within Indonesia.
5. Promptly issue and deliver accurately printed/e-ticket and detailed itineraries (in printed and/or electrical format) showing the accurate status on all segments of the journey to the travellers or their authorized representative up to their office premises.
6. To provide each traveler a complete itinerary document, setting forth, but not limited to the following:
   • Carrier(s) and locator numbers.
   • Flight, train, bus and voyage numbers, class of service, special meal request and seat assignment.
   • Departure and arrival time from each segment of the trip.
   • Name, phone number and location of any hotel, and the related room rates and the hotel booking confirmation numbers for all rooms booked at each destination including the stop-overs.
   • Airport and other taxes as required.
   • Travel Insurance as request for both Domestic and International Flight; and
   • Any security and safety information such as Covid-19 regulation and location situation.
7. To verify the itinerary data, class service and fare amounts prior to releasing travel document; and
8. Other services related to, meetings, incentives, conferencing, and exhibitions.
   

JOB REQUIREMENTS

• Company has minimum experience of 5 years and has certification (e.g. membership of IATA);
• Available service includes Airfare, hotel accommodation, have other options of Transportation mode (e.g. Train, Bus and Boat), Rent Car, Visa arrangements and Event Organizer (will be an advantage);
• Dedicated travel assistant or personnel in charge for KONEKSI 24 hours service, best way on reservation, cancellation and invoicing method.
• Company client list (accommodation and rent car) especially until district level or remote area.
• Good on Financial Management System (Credit Facility, Term of Payment, Refund Process and Financial reporting); and
• Company Management Structure.

APPLICATION PROCESS

Candidates are encouraged to apply by 24 January 2024/as soon as possible.

Interested applicants should submit the following documents as part of their proposal in either English or Bahasa Indonesia:

1. Cover letter (1 page)
2. Detail Quotation/Proposal responding to above scope of work. The company should provide detail regarding company capability/resources and experiences, the list of existing clients, as well as any licenses related to travel, meetings, incentives, conventions and exhibitions obtained. Information on Online booking facility – if any
3. Company Profile with management structure and key personnel that will be assigned to support KONEKSI.
4. Financial Proposal/Price Schedule Template (Annex A) shall list all major cost components associated with the services and the detailed breakdown of such costs. All outputs and activities described in the technical proposal must be priced separately on a one-to-one correspondence. Quotes should be in Indonesian Rupiah.
5. Provide copies of the required business licenses including IATA membership.

Price terms & conditions:

1. The Supplier shall be obliged to pay any applicable taxes and charges including income tax, levies, excise duties, transit, insurance and freight and any other statutory levies etc. which may be imposed by any law in relation to any amount payable by KONEKSI.
2. The price quoted by the Supplier shall remain firm during the entire period of the contract and shall not be subject to variation on any

For your application to be considered, Suppliers shall include the following documents / information in their Proposal (Proposals can be submitted in English or Bahasa Indonesian)

Method of submission: by email to [email protected]
Subject of email: 002/RFP/KONEKSI/I/2024 & KONEKSI Travel Agent Services 2024
File format: PDF for technical Proposal and MS Excel for financial Proposal.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.

We thank all applicants, however only those shortlisted will be contacted.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.