Contract type: PermanentJob Level: JuniorWork Location: Cape Town, Western CapeClosing Date: 02 December 2024The National Research Foundation (NRF) supports and promotes research and human capital development through funding, the provision of National Research Facilities and science outreach platforms and programmes to the broader community in all fields of science and technology, including natural sciences, engineering, social sciences and humanities.The South African Radio Astronomy Observatory (SARAO) spearheads South Africa's activities in the Square Kilometre Array Radio Telescope, commonly known as the SKA, in engineering, science and construction. SARAO is a National Facility managed by the National Research Foundation and incorporates radio astronomy instruments and programmes such as the MeerKAT and KAT-7 telescopes in the Karoo, the Hartebeesthoek Radio Astronomy Observatory (HartRAO) in Gauteng, the African Very Long Baseline Interferometry (AVN) programme in nine African countries as well as the associated human capital development and commercialisation endeavours.The main purpose of a Travel Coordinator involves coordinating all site visits and activities accordingly, monitoring all fleet from Cape Town to Site and back, providing administrative support to the Head: Operations & Engineering, and liaising with service providers to schedule travel and report to the head of department.Key Responsibilities:Planning site travel, accommodation and associated arrangements for staff and making bookings.Preparing itineraries for staff travelling to site on Mondays, Wednesdays, Fridays, and other days as needed.Liaising with Charter service provider about flights and availability.Obtaining information about the availability, cost, and convenience of different types of transport and accommodation.Planning with communications department team about the VIP tour visit to SKA-Mid telescope site.Enquiring and getting quotations from Charter Service Provider on ad hoc flights required for VIP visits.Coordinating and keeping records of operational activities concerning air transport of passengers and freight, such as passenger lists and freight manifests.Coordinating and keeping records of operational activities concerning road transport, such as allocation and scheduling of vehicles and drivers.Facilitating the reconciliation of travel invoices to source documents within the Organisation.Serving as a liaison person between SKAO-Mid and service provider account manager/travel team.Documenting and maintaining records of staff and visitors invoices and other travel-related bookings in a timely and accurate manner.Relieving Receptionist at times and answering all incoming calls and responding to queries.Directing visitors to appropriate individuals.Key Requirements:Qualification:National Diploma in hospitality, travel, or a related field.Driver's license.Experience:3 years' work-related experience in the travel industry or administration.Knowledge:Previous travel and senior administration experience (3 years min).Ability to build process flows and establish travel tracking systems.Understanding of cost tracking categories to allocate costs to various cost centres.Knowledge of travel booking software.Report writing skills.Accurate minute-taking.Passion for travel and customer service.Knowledge of creating contracts.Additional Notes:Meticulous planner with attention to detail regarding bookings and payments.Excellent communication and management skills to build and maintain relationships with clients.Ability to work under tight deadlines and manage multiple client bookings.Ability to work independently and with minimum supervision.Computer Literacy (Microsoft and Google suites).Excellent communication skills, both written and verbal.Ability to plan, set goals, manage time, priorities, resources, project schedules, and costs.Information:The website www.nrf.ac.za provides more details on the NRF initiatives and activities.Applications:Applicants should submit a comprehensive CV by logging onto https://ess.nrf.ac.za/Account/Recruitment and apply online. Applications should be accompanied by a letter of motivation indicating the applicant's suitability for the position. The names and contact details of at least three referees should be provided.Closing Date: 02 December 2024The NRF offers a challenging career and competitive remuneration package which is commensurate with qualifications and experience.The NRF is committed to employment equity and redress, and the appointment will be made in line with the NRF Employment Equity Plan.The NRF reserves the right not to make an appointment. Correspondence will be sent to short-listed candidates only.
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