With less than a month until I’m due to depart for Kigali, Rwanda, I thought I would share some of the important things to consider for a successful Programme Associate overseas placement.
In this blog, I’ll discuss some of the important things to consider when planning and getting ready for a trip. I’ve learnt that it is never too early to start getting ready as hold-ups are bound to happen along the way.
- Travel Insurance- charities usually have their own travel insurance which covers their staff for trips. It is worth checking the details of this insurance for things like the length of trip to ensure you are covered. Providers such as Navigator Travel and StaySure offer long-trip travel insurance policies.
- Visas/work permits- Check the requirements for the country/countries you are travelling to. I am going to Rwanda and Kenya so am required to obtain multiple visas. Some countries allow you to get a visa on arrival in-country (Rwanda) whilst others require obtaining a suitable eVisa before arrival (Kenya). Again, check the visa type for your specific trip- do you require a business visa? How long is your trip?
- Flights- Skyscanner is a great website to initially find quotes, however, organisations may use a specific travel provider which can often give charity prices and benefits like extra luggage allowance. We use an organisation called Diversity Travel who were great at finding quotes and supporting me with booking.
- Accommodation- I started by searching on sites like Airbnb and Booking.com to find suitable quotes, however, joining Facebook expat groups enabled me to ask nationals and expats living in the country. This is how I found my accommodation in Kigali. Be cautious when using groups like these, as you are not protected in the same way as using Airbnb. Talk also to colleagues in-country, as they may have contacts/links or can suggest websites and places to find suitable accommodation and reasonable rates.
- Medical- around two months before departure I started searching travel medical requirements. Are you heading to a country which requires taking anti-malarial tablets? What travel vaccines are recommended? A great website for going through these details is fitfortravel. Some travel vaccines including typhoid and hepatitis-A vaccines are free on the NHS. Some charities have medical partners which they use for travel clinics. I have also had to find anti-malarial tablets for this trip. There are various websites that can post these to you including Superdrug or The Independent Pharmacy, or again, charities can purchase these through their travel medical provider. Depending where in the world you are travelling to, it is also important to remember to purchase medical supplies including sun cream, after sun lotion, bite cream, insect repellent, first aid kit supplies, etc.
- Organisational extras/policies- each charity/organisation will have their own travel policies and procedures which need to be adhered to. There are likely to be various forms which will need completing prior to departure and often before booking any travel expenses. These include:
- Risk Assessment
- Travel request forms
- DBS Check
- In-country invitation letters
In the next few weeks I still have a few things to finalise, but working with colleagues in the UK and the in-country team, I am confident the final few pieces will come together.
If you notice that I’ve missed anything important, please reach out and let me know!