Travel Officer at National Lotteries Commission

REQUIRED QUALIFICATIONS 

• National Diploma (NQF level 6) in Office Administration, Procurement, Tourism or Logistics 

REQUIRED WORK EXPERIENCE: 

• 3 years’ experience in travel management 

KEY RESPONSIBILITIES: 

COORDINATE TRAVEL REQUIREMENTS 

• Ensure all travel requests and bookings are correct, authorized and submitted to the travel agent 
• Liaise with travel bookers regarding bookings e. provisional booking details are acceptable or not; once accepted by travel booker – confirm bookings and issue all documentation and travel details to traveller 
• Process payment requisitions and other related expenses where applicable as per Travel policy 
• Manage and reconcile the appointed travel agent account – weekly and ensure outstanding orders are raised timeously 
• Monitor costs & ensure costs are kept to a minimum – follow up on any possible fruitless and wasteful expenditure (no shows, traffic fines, missed flights) and ensure it is recovered 
• Request and keep records of all travel booking made and collate boarding passes for flights 
• Ensure that policies are adhered to by both the NLC and Travel agent 
• Issue order numbers for the above and for any required purchases 
• Follow up on long-outstanding payment for the above issued order numbers 
• Ensure all purchases or orders fall within the allowed budget and liaise with end user departments regarding budget shortfalls. 
• Ensure all accounts are up to date with respect to payment 

TRAINING AND LEGISLATIVE UPDATES 

• Arrange the catering or any other arrangements required for training sessions/conferences/meetings. 
• Ensure a copy of the attendance register is on record 
• Update Travel Management Policy with latest legislative updates 
• Develop and roll out policy and systems training to travel bookers and end users. 

TRAVEL COORDINATION 

• Coordinate travel, accommodation and car hire for Management as per policy 
• Ensure records are kept of vehicles hired accordance with our policies 
• Reconcile travel spending with allocated Purchase orders and follow up and close long outstanding requisitions and orders 

OFFICE ADMIN 

• Provide any other administrative support as and when required 
• Ensure that all documentation is drafted accurately within turnaround time, filed securely and confidentiality is maintained on an ongoing basis 
• Continue add value to NLC and perform other duties as required 
• Support NLC Audit and provide all relevant information timeously 
• Manage the TMC and be the first point of contact for the TMC – organize monthly supplier meetings