Travel Officer at

1 month ago

Nairobi, Nairobi Area, Kenya Alliance for a Green Revolution in Africa (AGRA) Full time
AGRA is an alliance led by Africans with roots in farming communities across the continent.

We understand that African farmers need uniquely African solutions designed to meet their specific environmental and agricultural needs so they can sustainably boost production and gain access to rapidly growing agriculture markets.

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Summary

We are looking for people who are passionate about Africa to join our innovative, growing, and multidisciplinary team. Together, we can grow Africa's food systems improving the livelihoods of smallholder farmers. Want to join us?
About the Role

The Travel Officer will be responsible for managing the travel office, and administering travel related to convenings, workshops, home leaves, and other work-related engagements for activities across multiple programs and projects within AGRA.

The ideal candidate will ensure efficient travel through the coordination of outsourced travel implants, enforce the AGRA policies that are travel-related, and support staff with end-to-end travel services.

S/he will provide advice and guidance to colleagues across the institution to help them plan effective and efficient work-related travel.


Key Duties and Responsibilities:

Process the day-to-day travel-related requests by coordinating with travel agents to ensure travel quotes are obtained in compliance with AGRA travel policy, and the routings and fare types represent the best value.

Support the Finance team in reviewing travel claims and checking travel policy compliance, completeness, accuracy, and following up on necessary approvals.

Coordinate the timely reconciliation of Travel Authorization (TAs) and Travel Expenditure by ensuring the validity of claims as per policy and approval authority.

Reconcile all Travel Authorizations (TAs) with supplier invoices before submitting to Finance for payment.
Verify that the suppliers' travel invoices are received weekly and reviewed for posting & payment processing.

Track all outstanding travelers' Travel Expense Claims that are beyond ten days and sends out reminder emails to staff ensuring compliance with the travel policy.

Gather information and provide feedback to procurement on accommodation needs for internal travelers.
Schedule monthly meetings with the implant team to carry out account reconciliations and to ensure seamless service delivery.

Facilitate the Africa Food Systems Forum Summit in travel planning and negotiations of hotel rates and travel services towards the annual summit and oversee group travel processes to ensure that each trip is curated to meet the needs of the travelers.

Support and guide country teams and program teams on travel coordination.

Serve as the Travel Policy focal reference person across AGRA advising on Travel Policy and travel allowances rates as requested.

Ensure the AGRA Travel Policy is communicated to, and adhered to, by all travelers.
Guide staff on travel administrative procedures to ensure document completeness.

Carry out travel-related induction training for new staff and conduct 1:1 travel refresher training for staff as required, and provide advice and guidance to colleagues across the institution to help them plan and coordinate effective itineraries.

This will include providing advice on visa applications, routings, travel times, etc.

Increasing awareness about different stakeholders' responsibilities at AGRA by providing regular training and publishing regular reports, sharing statistics, and providing timely and quality information in line with industry standards.

Work with relevant units to plan for group events e.g., conferences & symposiums.

Work with the Protocol and Liaison Officer in managing AGRA high-level dignitaries during various fora in ensuring all their travel requests are timely met.

Review and Process travel authorizations, confirm budgets, get relevant approvals, and prepare travel LPOs' for verification and signatures.
Verify the budget codes and ensure the availability of budget allocation before travel processing and payment.
Focal coordination for monthly travel planning alongside unit heads and the COO's office.

Responsible for maintaining an up-to-date database tracking the travel movement of staff as an essential communication tool for the coordination of the team and safety.

Continuously maintain and update the office filing system both physical and online on shared platforms, safe custody, retrieval, and archiving of documents, and encouraged use of online document collaboration.

Provide weekly analysis of travel trends, bookings, and compliance reports with travel policy.
Liaise with the travel agents to provide monthly travel reports by 20th of every month.

Escalate any service hiccups related to ticketing and transfers through an incident report to the line manager within three days of occurrence.

To lead on the development and design of the ongoing improvement to the travel booking process to identify efficiencies and ensure excellent customer service is always maintained.


Key Qualifications and Experience Required:
Relevant bachelor's degree or equivalent in administration, finance, social sciences, or related qualification.
An IATA Diploma in Travel and Tourism or any equivalent travel-related training is an added advantage.
Minimum of 5 years working experience in a busy travel desk.
Experience in an international NGO is desired.
Experience with collaborating, supervising, and managing travel staff.
A solid understanding of the travel industry, including familiarity with travel agencies, hotels, and airlines.
Specialized training in health and safety, transport, and travel management is preferred.
Approachable and enthusiastic with experience in providing high-quality customer service.
Possession of knowledge of Food systems transformation and or economic development pillars will be desired.
Proven travel administration and coordination experience.
Computer proficiency and familiarity with a range of software applications.
Demonstrated knowledge of the Oracle Travel module.
Knowledge of USAID Travel Rates and their application.
Experience in Management travel reporting.
Familiarity with working for non-profit organizations or public enterprises.
Should possess basic to intermediate training in accounting including but not limited to ability to perform reconciliations.
Proficiency in organizing and coordinating travel arrangements, including booking flights, accommodations, ground transportation, and other necessary travel logistics.
Demonstrated ability to handle multiple itineraries and prioritize tasks effectively.
Keeps up to date with industry trends, policies, and best practices.
Meticulous attention to detail is crucial to ensure accuracy in travel bookings, itineraries, and related documentation.
Excellent communication skills are essential for interacting with employees, travel service providers, and other stakeholders.
Ability to effectively convey travel information, assist, and address any travel-related issues or concerns.
Strong customer service skills are necessary to provide a positive travel experience for employees.
should be responsive, approachable, and helpful in assisting with travel-related queries or challenges.
Must be familiar with travel management software, online booking tools, and other travel-related technologies.
Basic financial skills to manage travel budgets, track expenses, and reconcile travel-related invoices.

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