Please note: this opportunity closing date
has passed and may not be available any more.
Opportunity closing date:
Wednesday, 30 January, 2019
Applications are invited for the following
Title : PA/ Travel Coordinator
Location : Johannesburg Park Town
Contract Type : Fixed Term Employment
Employment Duration : Appointment until 30/09/2020
Main Outputs and Responsibilities for This Position – (Please provide a short description under each heading/output)
1. Travel Coordination
Processes all requisitions on Lawson related to travel for the organization including but not limited to flight bookings, car hire, shuttles and conferencing bookings and catering services for the organization
Solicits for and evaluates quotations from local suppliers for accommodation, conferencing and catering services.
Negotiates for the best value (price, quality, delivery, and payment terms).
Prepares purchase orders via Lawson ERP system and ensures they are approved by respective budget holders prior to confirming orders to vendors
Receives statements from service providers for flight tickets, airport transfers and shuttles, and processes all unpaid invoices in readiness for payment by finance unit
Closing open purchase orders on Lawson for all travel related services
Ensure compliance with the SFH/PSI procurement manual at all times.
Drafts and amends vendor contracts for all travel related services for review by the Director.
Provides draft amendments to the travel policy for review by the Procurement Manager
Draft vendor performance management tools for review by the Procurement Manager
Provide training and guidance on all travel related policies and regulations to SFH employees
Implement best travel practices to ensure accountability and efficiency within the department.
Coordinate travel related plans and update requisition tracker for sharing with staff on weekly basis
Tracks, follows up expedites purchase orders to ensure timely delivery of goods & services.
2. PA administration
Maintain office systems, including filing of documents related to donors, contracts, strategic plans, activities, reports, and finances Meet and greet visitors at all levels of seniority from within and outside SFH
Manage incoming email, and incoming and outgoing faxes addressed to the CR
Screen phone calls, enquiries and requests, and handling them when appropriate for the CR
Organize and maintain diaries and making appointments for the CR
Arrange travel, visas and accommodation and occasionally travelling with the CR to take notes of meetings or to provide general assistance for presentations
Other duties as assigned by the CR.
Assist CR in the preparation of documents, including PowerPoint presentations, create excel spreadsheets, compile and analyse data, and draft correspondence as required
Organise and attend meetings and ensure that the CR and SFH Management team are prepared for those meetings with dossiers as needed
Respond to internal and external requests for information, including PSI/W requests
Collect and file monthly reports from each departmental manager and monitor when reports are received
Summarise all monthly department reports into a brief organisational report
Collect information required for donor reports from Department Heads
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
At least 1 year working experience within travel relates service