Project Assistant: Logistics at Panagora Group

Principal Duties and Responsibilities 

• We seek a detail-oriented and proactive Project Assistant:Logistics officer to join our dynamic team. This crucial role involves managing travel arrangements and accommodations for project team members, ensuring seamless logistics for various projects. The candidate will also be responsible for supporting other project needs. The ideal candidate will possess excellent organizational skills, strong attention to detail, and the ability to handle multiple tasks efficiently. 

Travel Coordination 

• Plan, coordinate, and book travel arrangements for project team members, including flights, accommodations, and ground transportation. 
• Ensure compliance with company travel policies and budget constraints. 
• Handle changes or adjustments to travel plans as needed and communicate updates to the team. 

Accommodation Management 

• Source suitable accommodation based on the approved hotel list and project requirements.  
• Handle reservations, cancellations, and changes as needed. 
• Address accommodation-related issues promptly and seek resolutions effectively. 

Vendor Relationship Management 

• Foster strong relationships with vendors to ensure timely and reliable service delivery. 
• Evaluate vendor performance and suggest improvements when necessary. 

Documentation and Reporting 

• Maintain accurate records of travel bookings, accommodations, and procurement transactions. 
• Generate regular reports on travel and procurement activities for management and other stakeholders. 

Travel Tracking Tools  

• Maintain all travel-related trackers, including expense report tracking. 
• Ensure timely submission of expense reports by travelers. 
• Update travel trackers regularly and follow up on pending claims. 

Procurement  

• Source quotations for caterers for all events for the Collaboration and Learning Hub. 
• Source suppliers, obtain quotes, and negotiate terms to ensure cost-effectiveness and quality. 
• Create and manage purchase orders, tracking deliveries, and maintain accurate procurement records. 

Requirements

• Diploma or Degree in Logistics or related field, or equivalent experience. 
• Proficiency in travel management tools and procurement software. 
• Demonstrated ability to work as an effective team member in a complex and fast-paced environment. 
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants. 
• Strong organizational and multitasking abilities. 
• Proficiency with Microsoft Office and SharePoint, Google Workspace, Monday.com, and Slack. 

No telephone inquiries, please. Finalists will be contacted. Please include a cover letter and resume. Only applicants who include the required application components will be considered.