Request for Proposals (RFP) - Procurement of Travel Agent for GBV Prevention Platform

Job Description

KEY INFORMATION
Job Title: Request for Proposals (RFP) - Procurement of Travel Agent for GBV Prevention Platform
Sector: Social Delivery Service 
Position Type: Long term
Duration/Level of Effort: Full time
Position Location: Open to all ASEAN countries


SUMMARY OF THE PROJECT
The Southeast Asia Gender-Based Violence (GBV) Prevention Platform (the Platform) is an AUD20 million investment over five years (2023-24 to 2028-29). The investment will build on Australia’s leadership in GBV prevention and response, by addressing a need and demand for increased investment in, and coordination of, GBV prevention initiatives in the Southeast Asia region. The Platform’s guiding principles include: locally driven, evidence-based, intersectional, survivor-centred and trauma informed, adaptive, collaborative and catalysing, minimise harm, accessible and innovative. It will bring together partner governments, WROs, NGOs, donors, international organisations, and regional bodies, providing a convening platform for these stakeholders to collaborate to build capacity and evidence, and improve and accelerate action to prevent GBV. The Platform will utilise and build on global evidence and learning to support practitioners to strengthen and increase locally informed and led evidence-based policy and practice to prevent GBV within households, communities and countries across diverse settings. This includes both careful and high-quality adaptation of evidence-based models from other regions, support the capture and use of locally informed and led GBV prevention evidence and practice, as well as support to develop, strengthen and test new and innovative approaches to GBV prevention. The Platform will leverage Australian government partnerships with UN Women and UNFPA, and several complementary DFAT bilateral and regional investments. In addition, it will link Southeast Asian knowledge, capacity and practice to global, multilateral and Australian GBV prevention initiatives to extend and amplify program impacts and outcomes. 

To support implementation of program activities, effective and efficient travel agency services are required for Platform staff and partners. 


SUMMARY OF THE POSITION
The Travel Agent will provide comprehensive business travel services for the Platform team and its partners, primarily within the ASEAN region, with occasional travel to Australia and other international locations as required. These services shall include, but are not limited to: 

• Providing 24/7 reservation and booking services for business travel, including flights, ground transportation (car, bus, train), accommodations, meeting packages, and other related services. 
• Ensuring cost-effective travel arrangements that provide the best value for money, in line with the Platform’s travel guidelines and budget. 
• Supplying relevant information, brochures, and travel publications upon request. 
• Promptly addressing and resolving travel-related problems, complaints, and refund requests. 
• Being available beyond standard business hours, including weekends and holidays, as needed. 
• Assigning a dedicated, responsive 24/7 travel support team to ensure consistent, high-quality service delivery for all travel needs. 

DELIVERABLES
The Travel Agent is expected to deliver the following: 

• 24/7 online and offline ticketing and travel booking support. 
• On-demand transportation and accommodation reservation services. 
• Timely confirmation of all bookings, including e-tickets and travel itineraries. 
• Monthly reporting of travel expenses and booking history. 
• Emergency assistance and issue resolution during travel. 

Proposal Submission
Interested applicants should submit the following documents:  

• Cover letter (1 page)  
• Detail Quotation/Proposal responding to above scope of work. The company should provide details regarding company capability/resources and experiences, the list of existing clients, as well as any licenses related to travel, meeting, incentives, convention and exhibitions obtained. Information on Online booking facility - if any  
• Company Profile with management structure and key personnel that will be assigned to support the platform. 
• 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. 
• Provide copies of the required business licenses  

Price terms & conditions:

• Payments terms are net 30 days after the receipt and acceptance of any deliverables. 
• 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 account. 

Compliance 

• Ensure strict compliance with data privacy and protection regulations (e.g., GDPR, PDPA, or applicable local laws).  
• Handle all data accessed or processed with maximum confidentiality and in line with DFAT and the organization’s data security protocols.  
• Prevent unauthorized access, use, or sharing of any organizational or client data.  
• Submit regular compliance reports and participate in audits as required by DFAT and the program.  

APPLICATION PROCESS
Candidates are encouraged to as soon as possible.

Please send your Proposal Documents and Fee Quotation with your name and contact details (phone and email) to Thaw Htoo Naing (Thaw.Naing@prevention-platform.org) mentioning the position you are applying for in the subject line “Travel Agent for GBV Prevention Platform”. Applications will be reviewed on a rolling basis so please apply as soon as possible.  

Only applicants shortlisted will be contacted for an interview.  

Equal Opportunity:

Women and individuals with disabilities are encouraged to apply.  

Cowater International is an equal opportunity employer. We are committed to hiring based on merit and qualifications. 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.  

About the Organization

ABOUT US Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, Cowater International has successfully delivered a portfolio of over 2,500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada's Best Managed Companies since 2017.   We thank you for your interest in building a better tomorrow.

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