Administrator: Travel Coordination at Transport Education Training Authority (TETA)

KEY PERFORMANCE AREAS

Driving Internal and External Clients’ Engagement

• Ensure that queries from internal and external stakeholders are properly addressed in line with the National Treasury’s Travel Management Framework, TETA Travel Management Policy, Cost Containment Instructions from National Treasury, etc;
• Ensure Capacitation of internal and external stakeholders on Travel policy;
• Ensure that queries from internal and external stakeholders are properly addressed in line with the Travel Management Policy, Cost Containment Measures and SLAs.

Driving Stakeholder Communications

• Ensure the establishment of good working conditions with internal and external clients;
• Ensure establishment of good working relationships with Auditor-General staff, Internal Auditors and Finance staff;
• Ensure that relevant information and support is provided to internal and external auditors as well as TETA  managers and staff.

Drive Stakeholder Reporting 

• Ensure that all legislated reporting requirements in terms of this function are complied with, e.g. Management Reports, Annual Report and National Treasury reports.

Coordinate Travel Bookings in the Organisation 

• Arrange travel (domestic and international) for TETA employees and Board members (flights, car and accommodation);
• Provide support to travellers;
• Provide support to employees and Board members during official trips;
• Ensure proper management of international trips;
• Ensure Units submit their monthly Travel itineraries on time.

Manage the Relationship Between TETA and Travel Agent

• Attend weekly/quarterly meetings with Travel Agency on behalf of TETA;
• Submit Travel itinerary to the travel agency on time;
• Communicate booking changes with the Travel Agent on time.

Monitor Compliance with Policies and Procedures 

• Communicate changes on policies, procedures and legislation to employees and board members.

Administer Travel Plans and Costs 

• Ensure that Travel Estimates for internal and external Travelers are reasonable enough to avoid over expenditure on Purchase Orders (PO);
• Research trends in the hospitality and recommend best practices;
• Promote trips coordination for travellers to the same destinations.

Invoice Management 

• Maintain an Electronic Invoice Control Register;
• Reconciliation of Invoices to Purchase Orders;
• Invoice Capture.

Audit and Risk Management 

• Prepare for Internal and External audits and submit evidence within agreed timeframe;
• Ensure no repeat findings in the AG Management Report and implement corrective action of existing findings;
• Assist with investigations into any breaches to the Travel Management Policy, e.g. reported accidents on rental vehicles, accommodation bookings, flight bookings, etc.

Contract Management 

• Assist in the drafting of Terms of Reference for the Travel Management Contract;
• Assist in the drafting of Service Provider SLA and monitoring of the Travel Management’s performance in line with the contract;

Manage Personal and Staff Performance 

• Identify and agree on team and individual goals (Signed Performance Agreements submitted on or before the due date set by HR);
• Supervise / monitor and check on performance assessments and reviews implementation;
• Supervise / monitor and check on personal development plans submission, approval and implementation;
• Monitor and check on employee capacity needs;
• Handle day-to-day problems encountered by staff;
• Manage self and staff time, attendance and leave according to the Leave Policy (ESS Leave Trans-actions Report, Self/Staff Attendance registers, and Leave registers).

Requirements

MINIMUM REQUIREMENTS

Qualification and Experience

• M + 3 qualification in Travel & Tourism or equivalent tertiary qualification;
• 3-4 years’ experience in travel administration and coordination, 2 years of which should be at supervisory level;
• 3 years working experience of booking systems e.g. Galileo, Amadeus, Fidelio and etc.