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Aug 09, 2019

Travel Coordinator

  • Society for Family Health
  • Parktown, Johannesburg, South Africa
Full time Transportation

Job Description

Department : Department of Finance and Administration

Employment status : Project Based

RESPONSIBILITIES include:

Travel Arrangements

Coordinate all local travel arrangement (inclusive of flights, accommodation, transport, and transfers) for individuals and groups across SFH:
Receive signed trip request
Liaise with service providers to make travel arrangements
Liaise with requester for approval of travel arrangements
Prepare travel documentation for authorisation and enter onto Lawson.
Secure procurement quotes for travel
Coordinate international travel arrangements for SFH and partner agencies.
Compile itineraries for travellers to communicate travel schedule
Distribute relevant travel confirmation/vouchers to travellers and service providers.
Coordinate VISA application process and provide customers with all relevant information.
Ensure that travel suppliers are paid on time.
Ensure implementation of travel policies and procedures
Interface with customers and identify travel requirements (especially large travel arrangements)
Monitor and track all stages of the travel process from the preparation of travel bookings to the actual travel
Coordinate Events
Coordinate catering requirements with service providers for training, workshops, conferences, parties, etc.
Organise travel arrangements for all conferences, training and workshops inclusive of:
Venues
Accommodation
Flights
Transport
Assist Contracts Department to appoint Travel related service providers

Initiate all travel procurement activities in the organization
Ensure all acquisitions of goods and services are professional, transparent (fair and equitable) and deliver value for money
Identify potential suppliers through market research, to satisfy SFH requirements for goods and services
Prepare/place request for quotations
Evaluate quotation for flights, cars, buses, accommodation, airport transfers and Compile travel competitive reviews/ reports
Develop and maintain a dynamic database for registered preferred suppliers of accommodation, venues and transport.
Negotiate the best possible rates for SFH with the preferred suppliers, taking SFH’s NPO status into account for special rates.
Develop and maintain a quality control system in conjunction with users for evaluating the quality of services rendered.
Perform a market analysis annually to ensure that SFH’s lodging rates are in line with the market.

Compliance

Ensure that the organisation follows travel and procurement policies and procedures in terms of purchases of travel related services.
Continuously update and issue standardized travel documents/ forms for the company.
Maintain valid travel supplier contracts
Participate in audits

QUALIFICATIONS include:

Requirements:

Degree/B-Tech/Diploma/ or relevant Certificate in Travel or Supply Management
Logistics or equivalent
Administration certificate would be an advantage
Valid driver’s license and ability to travel when required

Experience

At least 1 years working experience within travel relates service
Knowledge of USG regulations and guidelines

How to apply

Please send your full application. All application submissions will be reviewed and considered, only the most qualified candidates will be short listed and contacted for interviews. SFH is an equal opportunity employer.

Employment
Society for Family Health (SFH) is a South African affiliate of Population Services International (PSI), an international NGO network operational in over 70 countries. SFH in South Africa concentrates on issues of HIV/ AIDS. As part of their HIV/AIDS control efforts, SFH is using social marketing to motivate behaviour change with respect to consistent condom use, HIV testing and other safer behaviours.


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