Contract type: Permanent
Job Level: Junior
Work Location: Cape Town, Western Cape
Closing Date: 02 December 2024
The 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, relieving reception as required, and providing administrative support to the Head: Operations & Engineering.
Key Responsibilities:
- Planning site travel, accommodation and associated arrangements for staff and making bookings.
- Preparing itineraries for staff travelling to site on Mondays, Wednesdays and 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 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, loading and unloading of vehicles and storage of goods in transit.
- Facilitating the reconciliation of travel invoices to source documents within the Organisation, ensuring that the Finance team has sufficient information to process invoices and recharge parties as needed.
- Serving as a liaison person between the 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.
- Ability to understand cost tracking categories in order to allocate costs to various cost centres as well as track items for recharging.
- Knowledge and use of any travel booking software.
- Report writing.
- Accurate minute-taking.
- Passion for travel and customer service.
- Knowledge of creating contracts.
Additional Notes:
- Meticulous planner with attention to detail with bookings, payments or other travel-related requirements.
- Excellent communication and managing 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 cost.
Information:
The website provides more details on the NRF initiatives and activities.
Applications:
Applicants should submit a comprehensive CV by logging on to 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 2024
The 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 to the position 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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