Travel & Events Officer - Johannesburg at Anova Health Institute

Job Description

Anova is an NGO that empowers people and changes lives. Good health and quality of life is what motivates us to provide healthcare solutions and provide support to those who needs it most.

We are looking for a Travel & Events Officer to support the Operations Department by providing assistance to the Travel & Events Specialist. 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.

Travel & Events

• Assisting in the day-to-day activities of the Travel & Events operations.
• Performing administrative tasks, such as data entry, mail distribution, and document preparation.
• Coordinate travel arrangements and itineraries with travellers.
• Assist travellers with travel visas, passports, and other travel documents.
• Coordinate travel arrangements such as flights, hotels, and cars.
• Coordinate transportation and airport transfers for travellers.
• Process expense claims and per diems.
• Handle administrative duties such as answering phone calls, scheduling appointments, and responding to emails.
• Research new vendors and travel options.
• Provide excellent customer service and maintain relationships with vendors and key stakeholders.
• Handling customer inquiries and complaints and escalating them as necessary.
• Updating and keeping records of Travel & Events activities for reporting purposes.
• Providing user assistance on Travel & Events digital platform.
• Acting as second-in-command to the Travel & Events Specialist and taking care of all duties in their absence.
• Analysing all operations and forwarding suggestions for improvement to the Travel & Events Specialist.
• Ensuring compliance with company policies and industry regulations.

Fleet

• Provide cover for the Fleet & Insurance Manager in their absence.
• Manage internal transport bookings.
• Ensure that vehicle logbooks are completed at all times.
• Attend to any fleet related requests in the Fleet Managers absence.
• Co-ordinate and oversea the activities of the Office Driver during the Fleet Managers absence.
• Manage the relationship and activities of external fleet service providers during the Fleet Manager absence. 

Administration

• Attend to any other ad hoc duties assigned to by the Travel & Events Specialist, Head of Business Operations and the Executives.
• Provide for all catering needs for Management/Executive meetings.
• Keep records of travel & Events related activates such as training workshops and conferences by Anova staff and submit to HR.

Any other tasks as agreed with line manager.

Minimum qualifications and experience

• Qualification in hospitality management, tourism, public relations or relevant field is preferred
• Work experience in travel and events
• Strong administrative skills
• Outstanding communication and stakeholder management skills

Technical Knowledge and Skills

• Ability to develop and maintain relationships
• Ability to work after hours and on weekends when required
• Ability to travel to events where necessary
• Well-organized with multi-tasking skills
• Able to handle stress and remain calm
• Problem-solving ability
• Driver’s License
• Proficiency in Microsoft office (essential)
• Financial literacy (essential)
• Travel and events coordination skills (essential)