Travel ; Re-Advertised

Reports to: Corporate Travel Specialist

Business Unit : Travel Function

Number of Subordinates: None

Type of Appointment: Permanent

Job grade: C1

The Travel Officer will be responsible for providing administrative and logistics support in arranging, processing, booking, managing, and coordinating all aspects of travel for a wide variety of circumstances, which include travel arrangements for:
Board Members, employees, guests of ECIC, and any other person travelling on authorised ECIC business. The individual will also be responsible for identifying, analysing, and resolving travel related issues while identifying cost saving opportunities and process improvements. The Travel Officer will work closely with the Finance Unit to ensure that accurate and timely submission of travel expenses and related documentation are captured and recorded correctly for processing and reconciliations.

• Assist with the day-to-day coordination and administration of travel arrangements in travel arrangements according to ECIC Travel Policy and applicable Treasury Instructions.
• Process travel requests and coordinate flight bookings, accommodation, ground transportation, travel itineraries, visas (where applicable), and supporting documentation.
• Serve as a point of contact for travel-related enquiries and provide support to travellers throughout the travel process.
• Liaise with the appointed Travel Management Company (TMC), travel service providers, and internal stakeholders to ensure efficient and cost-effective travel arrangements.
• Communicating travel bookings to travellers as required.
• Assist with the preparation and monitoring of the annual travel budget

• Maintain costs and work within established travel budgets.
• Reviewing travel invoices against bookings to ensure accuracy and compliance before submission for payment.
• Track travel expenditure against approved budget by keeping a record of travel undertaken and costs incurred, confirming invoices and keeping track of the budget balance available annually.
• Ensure timeous processing of invoices and that the travel credit card has sufficient funds and is reconciled to invoices.
• Safeguarding and reconciliation of travel petty cash.

• Manage and respond to customer service issues with all levels in the organisation in a timely and effective manner.
• Conduct comprehensive and on-going reviews of the travel operations and travel policy to identify and improve process efficiencies and improve the traveller experience.
• Support the Finance Unit by ensuring that all travel expenses and supporting documentation are submitted accurately and timeously for processing, recording, and reconciliation.
• Assist with the development of travel and other business expense procedures.
• Continuously improve processes and workflows to increase operational efficiency and effectiveness.
• Perform other duties as assigned.

• Number of changes made after issuing of itinerary.
• % satisfied travellers.
• Average number of days between request for travel and issue of itinerary.

• ECIC employees, Management and the Board.
• Travel Management Company and other relevant suppliers.
• Internal and External Auditors.
• National Treasury.

• A three year diploma in travel, tourism or any other equivalent relevant qualification.
• At least two years’ experience in corporate travel co-ordination.
• Strong knowledge of domestic and international reservations process: faring, routing and ticketing procedures.
• Good working knowledge of MS Office applications.
• Knowledge of the Public Finance Management Act in so far as it relates to travel and related matters.
• Knowledge of MS Dynamix 365 and Workday Adaptive (or equivalent budgeting tool)…