HR Travel and Admin Coordinator at Africa Talent Contours Limited

DEPARTMENT:  M&A - HR 

POSITION REPORT TO: HR MANAGER

DESCRIPTION OF JOB TASK AND RESPONSIBILITIES: 

Primary - Travel:

• The Travel Coordinator will arrange (business, emergency, and R&R) travel for employees, identifying the most cost-effective and efficient travel arrangements and making necessary reservations, including flights, accommodation, transportation, and other necessary arrangements.
• Research and compares available travel and hotel accommodation to identify the best available option for each travel need.
• When travel arrangements are within approved travel reasons and budget limits, make all arrangements and reservations as requested.
• Prepares travel itineraries and distributes travel arrangements and schedules to all appropriate staff.
• Obtains approval from leadership for travel requests and expenses that exceed established limits.
• Advises travelers and assists with any need for specialized travel documents such as visas, passports, travel orders, APACS, and any necessary documentation needed for their travel.
• Prepare and distribute travel itineraries, including all relevant details such as flight information, hotel reservations, car rentals, and meeting schedules.
• Ensure all travel arrangements are accurate, complete, and aligned with the traveler's and company's preferences and requirements.
• Manage and track travel expenses, including reconciling invoices, receipts, and credit card statements to ensure compliance with company policies and budgetary constraints.
• Assist employees in resolving any travel-related issues or emergencies, including flight cancellations, missing connections, lost luggage, etc.
• Maintain and update a database of employee travel profiles, including preferences, passport details, and other relevant information.
• Monitors and facilitates the use of company air travel credit cards.
• Processes reimbursements for travel expenses.

Secondary - Admin:

• Conducts clerical duties including filing, answering phone calls, responding to emails, and preparing and maintaining operations documents and reports.
• Prepare requisition/MPR for all various office materials, supplies, and equipment and ensure it adequate level of availability.
• Monitors/maintains an accurate, and up-to-date inventory control system. Monitors/check daily operations. Control and verify all data input into the system. Maintains a perpetual inventory system ensuring the inventory is completely counted monthly and quarterly. Generally, monitors stock control activities and provides technical assistance.
• Liaise between departments for Lost & Found and Compassionate that includes drafting emails or letters on behalf of personnel involved.
• Orchestrate special events and schedule and arrange meetings, make reservations and prepare itineraries for new hire orientations and training.
• Performs other work-related duties and responsibilities as assigned to meet organizational/operational objectives.

BASIC JOB QUALIFICATIONS: (Knowledge, Skills, and Abilities (KSAs): 

• Familiarity with budgeting and expense management processes.
• Excellent organizational and time management skills.
• Flexibility to adapt to changing travel arrangements and schedules.
• Excellent attention to detail, ensuring accuracy in all travel arrangements and documentation.
• Knowledge of travel policies, visa regulations, and international travel requirements.
• Ability to handle and resolve travel-related issues or emergencies promptly and efficiently.
• Proficient in using travel management software and tools to manage and track travel expenses.
• Must possess administrative, organizational, and computer skills to include proficiency with Microsoft Office suite including (MS Word, PowerPoint, Excel, and Outlook).
• Proven ability to organize, prioritize, and follow through to completion of multiple tasks, under strict deadlines and changing priorities.
• Ability to convey information professionally and tactfully to individuals regarding sensitive and confidential information and issues.
• Ability to work quickly and in a potentially high-stress environment.
• Comfort with multi-tasking and handling multiple requests from different individuals and departments.
• Exceptional communication and interpersonal skills to effectively interact with employees, vendors, and travel agencies.
• Must pass overseas medical screening and be in good health.
• Must possess country of origin’s driver’s license and be able to drive a manual and automatic transmission vehicle.

JOB SPECIFICATIONS: SPECIAL CERTIFICATIONS OR TRAINING 

• N/A

EDUCATION:  

• Must be at least a high school graduate is required; 
• An associate or bachelor’s degree is preferred. 

EXPERIENCE:

• Previous work experience as a Travel Coordinator or a similar role in travel management and in any other administrative field capacity.

Basic terms of the job offer.

• Assignment Duration: 12 months. Renewal subject to performance.
• Base Monthly Salary: 48 hours per week minimum work requirement: $1,260 (based on 48 hr. work week requirement)
• Working schedule: 48 hours per week (8 hours per day/6 days a week)
• Payroll period: Monthly. Amount give take home.
• Overtime: Work more than 8 hours per day or work performed on a rest day and/or holiday, will be paid as overtime at the base salary rate.
• Accommodations: Housing, transportation, meals in-country, and laundry facilities are provided
• Sick Leave: Employee will accrue 2.67 hours of sick leave for each full month of service, beginning with the completion of the first full month of Foreign Service employment.
• Annual leave Up to 21 days paid at the end of each 12-month contract.
• Travel will be provided by the employer to the employee’s home country.

Other requirements

• Your Passport must be valid for at least 12 months, with at least 6 total blank visa pages remaining.
• Your driver’s license must be valid for at least 6 months (unless processing for a CDL-required position, which will require 12 months remaining).
• Updated covid vaccination certificate
• Medical exam report at a date to be advised.