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Travel/Logistics Coordinator

Location:Cape Town or Johannesburg
Education level:Diploma
Job level:Junior
Job policy:Employment Equity position
Type:Permanent
Company:USB-ED


Job description

The University of Stellenbosch Business School Executive Development (Pty) Ltd, more commonly referred to as USB-ED, is a private company offering leadership and management development (short course) programmes across Africa for both corporates and individuals. USB-ED has a full-time position for a Travel and Logistics Coordinator reporting to the Manager: Operations & Programme Delivery.

The successful candidate will be based in Bellville (Cape Town) or Sandton (Johannesburg). The appointee will be part of a dynamic programme operations team, delivering a high-quality service to clients, the company and society.

Job purpose:
The primary purpose of the role is to provide travel logistics and administrative support service for our internal clients.

Duties:
  • Work with management to ensure that any travel occurring does not exceed budget.
  • Coordinate travel logistics predominantly international travel for the various team members. On an ad-hoc basis may also be required to coordinate local travel. This includes flights, car hire, transfers, and hotel accommodation.
  • Be available to sort out / address travel related issues when there are flight cancellations, missing of flights etc.
  • Liaise with appropriate travel agencies.
  • Negotiate and source the best rates with travel agencies, hotels and other service providers. (Where possible book direct to reduce middle-man costs).
  • Provide weekly and monthly reporting to Senior Management re travel costs and cost centre allocations.
  • Check that travel costs are allocated to the appropriate Cost Centres.
  • Fill out travel request forms and generate Purchase Orders (POs) as and when required.
  • Assist travellers in where possible in obtaining visas, medical certificates, passport management, travel insurance, for example scheduling of Visa interviews, or medical vaccinations.
  • Assist with Forex requests as and when needed.
  • Weekly processing of travel invoices; conduct monthly travel reconciliations.
  • Develop travel itinerary’s as appropriate for travellers.
  • Assist travellers in per-diem requests/claims as and when necessary.
  • Assist senior management to put together annual travel budgets.
  • Work with the relevant finance team members, and management to ensure accurate monthly travel forecasts.
  • Ensure that travel related vendors are appropriately and timeously loaded onto the Vendor system.
  • Pre-programme initiation: provide programme managers with the appropriate information so that they can budget appropriately for the programmes that they are managing.
  • Post travel: provide programme managers with correct actual travel information to allow them to update and manage their programme budgets.
  • Coordinate and resolve travel logistics issues and escalations in a timeous manner.
  • Perform other duties that might be assigned from on an ad-hoc basis that is aligned to your skills set and the organisational requirements of USB-ED at that point in time.
Qualifications required: A relevant tertiary qualification is required (e.g. secretarial, administrative, project administrator, event management). Ideally a certificate/diploma/degree in Tourism would be advantageous.

Experience: Essential: At least two years’ experience as PA/secretary on management level and/or administrative experience in a similar role.

Advantageous:
- Experience with booking and managing travel logistics, at either a local and international level.
- Financial experience in invoice processing, budgeting and forecasting.

Skills:
  • Working knowledge of dynamics related to travel logistics and ideally in Africa
  • Accounting acumen
  • Good computer literacy, especially MS Office suite
  • Well-developed English language skills both at a written and oral level
  • A second or third language is advantageous
  • Excellent interpersonal skills and the ability to liaise with a variety of stakeholders on all levels (liaison with senior management level a prerequisite)
  • Excellent organisational skills
  • Experience in AccPac is advantageous
Competencies:
  • Confidence and pro-activity - Taking responsibility and initiative and making decisions when required, even under difficult circumstances.
  • Teamwork and Relating and networking - Working effectively in teams, building team spirit. Establishing effective relationships with clients and stakeholders and relating well to individuals at all levels.
  • Presenting and communicating information - Speaks clearly and fluently. Expresses opinions, information and key points of an argument clearly (verbal and written communication). Projects credibility.
  • Planning and organising and detail orientation - Setting clear objectives, planning activities and their sequence well in advance and managing own and other resources’ time effectively with exceptional attention to detail.
  • Client focus - Focusing on client needs and satisfaction.
  • Coping with pressures and setbacks - Persevering, working productively in a stressful environment and resilient in the face of adversity.
Unique work conditions: The successful candidate must be available 24/7 to address travel/logistics issues as they arise.
Commencement date: 1 September or as soon as possible
Closing date: 13 August 2019
Application: To apply, please submit your CV to Rochall Daniels on recruitment@usb-ed.com
Enquiries: Direct enquiries to Bianca Solomon on Bianca.solomon@usb-ed.com

NOTE: USB-ED is committed to equality, employment equity, and diversity. In accordance with the employment equity plan of USB-ED and its employment equity goals and targets, preference may be given, but is not limited, to candidates from under-represented designated groups. The job advert has minimum requirements listed. Management reserves the right to use additional/relevant information as criteria for short-listing. In line with USB-ED’s commitment to diversifying its workforce, we welcome and encourage candidates with disabilities to apply.

Should no feedback be received from USB-ED within three weeks of the closing date, kindly accept that your application did not succeed.

USB-ED reserves the right not to make an appointment

Requirements

Skills:
  • Working knowledge of dynamics related to travel logistics and ideally in Africa
  • Accounting acumen
  • Good computer literacy, especially MS Office suite
  • Well-developed English language skills both at a written and oral level
  • A second or third language is advantageous
  • Excellent interpersonal skills and the ability to liaise with a variety of stakeholders on all levels (liaison with senior management level a prerequisite)
  • Excellent organisational skills
  • Experience in AccPac is advantageous


Posted on 30 Jul 11:02

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