[Hiring] Travel Management Services @NESsT Inc

Role Description

The objective of this engagement is to establish a reliable travel management service that supports NESsT’s U.S.-based staff with domestic and international travel arrangements while ensuring traveler safety, operational efficiency, policy compliance, and prudent stewardship of organizational and donor resources.

Scope of Services

• The selected provider will coordinate flights, accommodations, travel insurance, itineraries, booking changes, cancellations, and travel-related support for authorized NESsT travelers.

Air Travel

• Research and present flight options that balance price, total travel time, number of connections, and traveler convenience.
• Prioritize the most economical option that reasonably minimizes travel time and unnecessary connections.
• Recommend fully or partially refundable tickets when the additional cost does not exceed approximately 30% of the ticket price.
• Manage ticket issuance, schedule changes, rebookings, cancellations, and refund requests.
• Monitor significant itinerary changes and promptly notify the traveler and designated NESsT contact.

Accommodation

• Source and book practical, well-rated, and cost-effective accommodations close to the relevant event venue, office, or meeting location.
• Generally propose hotels of up to three stars for single occupancy and four stars for double.
• Keep hotel rates within NESsT’s approved travel limits (below 60% of the applicable U.S. Department of State foreign per diem lodging rate for the destination).
• Clearly identify cancellation terms, taxes, fees, and any non-refundable conditions before booking.

Travel Insurance

• Recommend appropriate insurance options for the destination and travel circumstances.
• Present several alternatives when feasible, with a clear comparison of coverage, exclusions, and price.
• Arrange coverage that includes, at a minimum, medical treatment for illness arising during travel, accidents requiring medical assistance, baggage loss, and expenses related to flight delays.
• Issue and provide the relevant policy documentation before departure.

Traveler Support

• Serve as the primary travel coordination contact before and during each trip.
• Prepare and share clear itineraries and booking confirmations.
• Assist with delays, cancellations, missed connections, and other disruptions.
• Offer a clear escalation channel for urgent assistance outside standard business hours.

Billing and Administration

• NESsT prefers periodic, consolidated invoicing and payment by bank transfer rather than payment by corporate credit card.
• Confirm its ability to invoice NESsT and accept payment by bank transfer.
• Provide itemized invoices showing the traveler, itinerary, base cost, taxes, fees, service charges, credits, and refunds.
• Provide supporting documentation for each transaction.
• Maintain accurate records of bookings, changes, cancellations, credits, and unused tickets.
• Coordinate with NESsT’s Operations and Finance teams on documentation and payment matters.

Qualifications

• At least three years of experience providing corporate or business travel management services.
• Substantial experience arranging international travel.
• Knowledge of airline fare structures, ticketing rules, refunds, exchanges, and travel logistics.
• Experience arranging accommodations and travel insurance across multiple destinations.
• The ability to support senior executives and frequent travelers.
• Strong customer service, problem-solving, organizational, and communication skills.
• The systems and capacity to manage multiple concurrent travel requests accurately.
• Fluency in written and spoken English.
• Experience supporting nonprofit, international development, consulting, or other mission-driven organizations, and experience coordinating travel in Latin America and Europe, are preferred.

Submission Requirements

• Provider profile: Legal name, location, years in operation, organizational structure, and primary contact details.
• Relevant experience: Description of comparable corporate or international travel assignments, including experience supporting nonprofit or mission-driven organizations where applicable.
• Service model: Booking workflow, approval process, communication channels, designated account support, backup coverage, and emergency support arrangements.
• Service levels: Standard and urgent response times, hours of coverage, and escalation process.
• Technology and reporting: Booking, traveler-profile, invoicing, expense-documentation, and reporting capabilities.
• Financial proposal: All service, transaction, emergency, cancellation, change, implementation, and other applicable fees, together with invoicing terms and available payment methods.
• Billing confirmation: Explicit confirmation of whether the provider can offer periodic invoicing and accept payment by bank transfer.
• References: Contact details for three current or recent clients for comparable services.

Evaluation Criteria

• Relevant experience and qualifications.
• Understanding of NESsT’s requirements.
• Quality, practicality, and reliability of the proposed service model.
• Responsiveness, traveler support, and emergency coverage.
• Ability to provide transparent, invoice-based billing and accept payment by bank transfer.
• Cost and overall value.
• Quality of references.

Submission Instructions

• Proposals should be submitted electronically in PDF format with the subject line "Travel Management Services – Proposal".
• Submission deadline: Oct 30, 2026.

Equal Opportunity

NESsT is committed to diversity, equity, inclusion, and belonging. We welcome submissions from qualified businesses and consultants from diverse backgrounds and encourage participation by minority-owned, women-owned, veteran-owned, and other underrepresented businesses.