About Sonke
Founded in 2006, Sonke is a women’s rights organization that is committed to feminist principles, using a rights-based and gender-transformative approach to achieve human rights and gender justice. Our vision is a world in which women, children, men and gender non-conforming individuals enjoy equitable, caring, healthy and happy relationships that contribute to the development of gender-just and democratic societies. Sonke strengthens governments, civil society and citizen’s capacity to advance gender justice and women’s rights, prevent gender-based violence, and reduce the spread of HIV and the impact of AIDS, and in this way contributing to social justice and the elimination of poverty.
About the position
The Travel Coordinator will be responsible for the complete travel function of the organization and will ensure that the travel arrangements are efficiently and effectively managed. The incumbent shall adhere to the travel policy and make recommendations for improvement where necessary, ensuring that all travel payments are made promptly, as well as maintaining a travel schedule which tracks all travel in the organization.
Key Performance Areas
The Travel Coordinator will be responsible for the following:
- Coordinate and arrange travel for all staff and partners
- Be responsible for the full travel arrangement and coordination function including the following:
- Receiving and checking that travel forms are completed correctly.
- Arranging flights, accommodation, car rentals and shuttles as requested.
- Liaising with the relevant staff regarding their travel arrangements.
- Be available to staff after hours in case of emergency.
- Liaise with an external travel agent to book via them only when necessary.
- Ensure that all travel is arranged in a cost-effective manner.
- Provide all the relevant information to staff before they travel.
- Advise on visa and insurance requirements.
Compliance
- Ensures that the organization complies with its travel policy:
- Ensure that no travel is arranged without a properly completed travel form;
- Check that all travel forms are duly completed and authorized;
- Make all bookings with cost efficiency in mind;
- Update the travel schedule on a daily basis with all the relevant information;
- Distribute the travel schedule to the Co-Executive Director on the 15th day of every month.
- Make recommendations to improve the travel policy.
Procurement
The travel coordinator must comply with the organization’s procurement policy, and.
Make recommendations for preferred suppliers where necessary.
Payments
- Payments to all service providers must be done promptly according to the credit term agreements.
- All invoices must be checked against the travel schedule for accuracy.
- All invoices must be checked against the supplier statement for accuracy.
- Payment requisitions must be completed and submitted timeously.
- Remittance advice must be sent to the suppliers.
- The travel credit card must be reconciled on a bi-monthly basis.
Audit
- The travel coordinator will assist with any audit queries regarding travel.
- General administration and support
- The travel coordinator will assist with any other general admin duties as the need arises.
- They will assist with logistics of management and Board Meetings.
Requirements
- Bachelor’s degree in Tourism, Hospitality, Business Administration or relevant field preferred or a certificate in travel and tourism.
- At least 5 years relevant experience with a proven track record in travel and logistics.
- Computer proficiency
- Professional communication skills.
- Be well organized with strong people skills.
- Be a confident communicator and be able to deal with people at all levels.
- Display a high level of integrity.
- Be able to multitask and be deadline oriented.
- Be able to perform well under pressure.
- Have a proactive approach to problem solving and achieving objectives.
- Create, develop and maintain effective working relationships with colleagues and external partners nationally, regionally and internationally.
To Apply
Interested applicants should submit their Curriculum Vitae, and a motivation letter detailing experience and contact details of 3 referees to Sonke’s Human Resource Unit via email to hiring@genderjustice.org.za, closing date 28 March 2024.
Only short-listed candidates will be contacted.
Applicants must be based in South Africa.
Sonke is committed to transformation and encourages previously disadvantaged individuals, individuals living with disabilities and young people to apply. All applications will be considered with the understanding that in terms of Sonke’s employment equity plan, preference will be given to candidates from the designated groups, provided the experience and qualifications criteria are met.
Please consider your application unsuccessful if you do not hear from us by 31 May 2024.
Sonke reserves the right not to make an appointment.
