Diaspora Trips Manager

Diaspora Trips Manager

 

Purpose of the Job

Diaspora trips to Egypt are one of the most powerful ways for supporters to experience Coptic Orphans' work firsthand, and the organization intends to grow them significantly. The Diaspora Trips Manager exists to ensure these trips are consistently delivered seamlessly, on schedule, and in line with program objectives. Because they depend on coordinated input from many departments, the role serves as the single coordination point that plans each trip end-to-end and keeps every contributing function aligned - carrying the cross-departmental load so that trips reliably achieve their purpose without straining the teams that support them.

 

Essential Functions and Responsibilities

Trip Planning & Logistics

• Translate the trip owner's needs into a complete trip plan including objectives, dates, itineraries, and on-the-ground schedule.
• Arrange the core logistics - transportation, accommodation, meals, and on-site requirements - coordinating with Facilities for vehicles and drivers (per the Corporate Vehicle Policy) and with Procurement where purchasing is involved, keeping within the approved budget.
• Maintain a master trip calendar and ensure all relevant stakeholders are briefed well in advance of each trip.
• Identify logistical risks early and build contingencies so problems are planned for before they can affect a trip.

Cross-Departmental Coordination

• Serve as the single focal point on the Egypt side for every department contributing to a trip, keeping each one clear on what is needed and by when, and making the routine coordination calls that keep a trip moving.
• Coordinate the scheduling of program activities including Not Alone child home visits, Representative (Rep) meetings, Valuable Girl site visits, and others, with the respective program manager.
• Manage the permissions each trip requires: church permissions for clergy involvement including meetings with bishops or other church representatives through the Church Affairs function, and government permissions through the Strategic Engagement function.
• Bring all departmental inputs into a single coherent trip plan, track delivery against it, and escalate to the Diaspora Engagement Director where alignment, significant decisions, or trade-offs are needed.

 

On-the-Ground Execution

• Act as the on-site point of contact throughout each trip, coordinating logistics in real time, keeping the day running to plan, and resolving routine issues as they arise.
• Keep participants clearly and promptly informed of schedules, locations, and what to expect, and respond to their needs on the ground.
• Keep contributing departments aligned as the trip unfolds, and escalate anything affecting safety, the schedule, or trip objectives to the Diaspora Engagement Director without delay.
• Hold booked vendors and suppliers - hotels, transport providers, drivers, and caterers - to what was agreed throughout the trip, addressing any shortfall and arranging alternatives on the spot.

Closeout, Reporting & Continuous Improvement

• Close out each trip cleanly, reconcile and settle vendor accounts, and submit trip expenses in line with organizational financial policies.
• Maintain complete records for each trip - itineraries, vendor details, permissions, and post-trip notes - kept as a reference for future trips.
• Submit a trip summary report to the Diaspora Engagement Director after each trip, covering outcomes, issues encountered, and recommendations for improvement.
• Develop and maintain a standard trip "playbook" - templates, checklists, and SOPs for planning and delivering trips - so each trip runs consistently rather than starting from scratch.
• Review what worked and what didn't across trips and improve the standard process over time as the trips function scales.

 

Required Education, Experience, Knowledge and Skills

• Bachelor's degree in a relevant field (e.g., Business Administration, Event Management, or a related discipline).
• 5–7 years of experience in logistics, event or program coordination, or operations, preferably in an NGO or mission-driven context.
• Demonstrated ability to coordinate cross-functional work and keep multiple teams aligned without direct authority - through influence, clear communication, and reliable follow-through.
• Strong organizational and planning skills, with the ability to juggle many moving parts and stay composed under pressure.
• Strong written and verbal communication skills in both Arabic and English.
• Familiarity with the Coptic community and church structures is a significant asset.
• Proficiency in Microsoft Office; experience with project-management or scheduling tools is preferred.

Travel and Working requirements

• Typical office environment such as walking, sitting, typing, using office equipment, and occasional lifting of boxes or luggage during travel.
• Travel within Egypt may reach as much as 40% of the time, during trip periods.
• Working outside official hours and on weekends may be required.