SFH: Travel Coordinator

Society for Family Health (SFH)
Opportunity closing date: 
Sunday, 25 August, 2019
Opportunity type: 
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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Title                                                                                     : Travel Coordinator

Department                                                                        : Department of Finance and Adminstration

Location                                                                             : Parktown

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 to recruitment@sfh.co.za  by 25 August  2019.  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.

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