Travel and Events Specialist - Johannesburg at Anova Health Institute

We are looking for a meticulous, detail-oriented individual to support the Operations Department by being responsible for all travel & events requirements. To effectively arrange all travel requirements both locally and internationally, in addition to securing and coordinating all events requirements in accordance with the rules and regulations of the Funders and Executives. This role will also assist in manage the day-to-day administrative function within the operations department and provide direct ad hoc support to the Executives.

Key duties and responsibilities:

Travel

• Coordinate all aspects of the organizations travel-related activities in accordance with the organizations guidance and policies.
• Work closely with employees to determine their travel needs, transfers, plan itineraries, book flights and accommodations, etc.
• Ensure that all travellers have the necessary and valid documentation before travelling.
• Ensure travel documents are completed and authorized by relevant parties.
• Work in partnership with procurement to source travel agencies for best value for money.
• Work closely with travel agents/agencies and maintain a professional and mutually beneficial relationship.
• Source for value for money travel deals where possible.
• Manage the travel link account and be accountable for each line item and reconciliations where necessary.
• Ensure per diems are calculated correctly and submitted for payment on time.
• Order forex and manage visa applications for foreign travel.
• Periodically review travel agencies for best value for money.

Events Coordination & Management

• Plan and coordinate all aspects of an event.
• Engage with the relevant stakeholders and gather sufficient information to understand the requirements for each event.
• Plan events with attention to financial and time constraints.
• Research vendors (catering, venue, speakers etc) and choose the best combination of quality and cost.
• Work in partnership with procurement to source accommodation/venue service providers for best value for money.
• Source venue options in accordance with the event requirements and manage the venue booking.
• Manage conference packs, itinerary, registration, announcements, speakers and delegate invitations.
• Organise stationery, equipment and gifts for events.
• Provide financial recons of event expenses.
• Oversee event happenings and act quickly to resolve problems.
• Evaluate event’s success and compile feedback reports.
• Periodically review accommodation providers for best value for money

Administration

• Attend to any other ad hoc duties assigned to by the Head of Business Operations and the Executives.
• Provide for all catering needs for Management/Executive meetings.
• Keep records of travel to training workshops and conferences by Anova staff and submit to HR.
• Reconcile travel & event expenses and the executives credit cards.

Any other tasks as agreed with line manager.

Minimum qualifications and experience:

• Degree in hospitality management, public relations or relevant field is preferred.
• Work experience at a travel agency at a management level
• In-depth understanding of the travel and events coordination end-to-end process
• Outstanding communication and stakeholder management skills

Technical and baseline and skills

• Proficient in MS Office.
• Driver’s License is compulsory.
• Excellent vendor management skills.
• Knowledge of basic recruitment practices.
• Financial literacy (essential)
• Travel and events coordination skills (essential)
• Communication and stakeholder management (essential)

Behavioural competencies and skills

• Ability to develop and maintain relationships.
• Business acumen.
• Ability to work after hours and on weekends when required.
• Ability to travel to events where necessary.
• Proven experience as event coordinator.
• A proven track record of organizing successful events.
• Outstanding communication and negotiation ability.
• Well-organized with multi-tasking skills.
• Able to handle stress and remain calm.
• Problem-solving ability

Closing Date 15 August 2023