Travel Officer

Reports to: Head - Procurement

Business Unit : Procurement

Number of Subordinates: None

Type of Appointment: Permanent

Job grade: C1

The Travel Officer is responsible for 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 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 the travel budget is captured and recorded correctly, and reconciliations are accurate and timely.

• Schedule travel arrangements according to ECIC Travel Policy and applicable Treasury Instructions.
• Ensure timeous preparation of the travel budget.
• Maintain costs and work within established travel budgets.
• Manage and oversee relationships with the appointed Travel Management Company and other travel service providers.
• Conduct travel analytics and prepare travel management reports.
• Reviewing invoices against bookings and communicating bookings to travellers as required.
• Track travel spent against 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.
• Perform other duties as assigned.
• Assist with the development of travel and other business expense procedures.
• Continuously improve processes and workflows to increase operational efficiency and effectiveness

• 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) will be advantageous.
• Knowledge:
  Familiarity with travel industry booking systems (GDS tools) and relevant public or corporate finance regulations.

• Excellent written and verbal communication skills.
• Ability to work independently as well as take direction from others.
• Ability to communicate effectively and efficiently at all levels in the organization.
• Good interpersonal, negotiation, analytical and project management skills.
• Strict attention to detail and deadline orientated.
• Excellent organizational skills, ability to prioritise assignments, and work effectively often under time pressure and with minimum supervision.

• Problem Solving: Demonstrates adequate…