Travel, Events and Conference Coordinator

2 days ago


Durban North, South Africa Aspen Pharma Group Full time

**ROLE PURPOSE**

To provide corporate travel, event and conferencing coordination services to Aspen Holdings, ensuring compliance with the relevant policies, procedures and guidelines, and ensuring that these services are provided seamlessly, cost effectively and at a high standard.

**Travel Management**
- Central coordinator of local and international travel bookings and arrangements for all Aspen Holdings employees (“Travelers”):

- receiving / reviewing travel requests from Travelers
- initiating travel arrangements liaising with appointed travel agency/ies in respect of travel requirements for Travelers, ensuring that the Travelers’ requirements have been fully met, in the most cost-effective manner possible in line with the Aspen Travel Policy
- Manage administrative process to obtain competitive quotations, allowing for pricing comparisons and submitting travel cost estimates to Traveler in order for Executive / Line Manager approval of planned travel
- Confirming arrangements once travel has been approved and ensuring alignment with Travelers and various travel / service providers
- Arrange travel (local and international), itineraries, and agendas for Travelers
- Ensure all visas are applied for timeously (international travel)
- Arrange foreign exchange for international travel in line with the finance process
- Manage, process and submit travel related claims (with supporting documentation) for approval by the relevant Executive / Line Manager subsequent to travel

**Event and Conference Management**
- Planning and management of all Aspen Holdings events and conferences (excluding investor related events / conferences or virtual events / conferences):

- **Events**: notable gatherings of employees and external parties, held under the auspices of Aspen Holdings, which are not considered to be meetings in the normal course of business, e.g. _ad hoc_ social events as may be required by an Executive, visits of foreign dignitaries, large external delegations, etc., whether at Aspen Place, other Aspen sites / offices or locations
- **Conferences**: events initiated by Aspen Holdings or specific functions within Aspen Holdings, sometimes lasting a few days, held at or from a single location, requiring travel and accommodation to be arranged, and at which discussions are held on specific or various Aspen related topics by a sizable number
- Arrangements to be in accordance with the instructions of the Executive(s) / Senior Manager(s) responsible and in line with budget for the event / conference, with regular feedback being provided to the Executive(s) / Senior Manager(s) to provide an update on the event / conference being arranged
- Ensure all Aspen protocols are followed when arranging the event / conference i.e. gift policy/gift register, new vendor documentation, payments approvals framework etc.
- Ensure events at Aspen Holdings are managed, taking responsibility for any of Aspen’s equipment, furniture, crockery, cutlery or linen used at the event, including the inventory management of these items and how they are cleaned and returned to Holdings Site Services

**P**olicies**, Procedures and Administration**
- Research, design, develop and obtain sign off on Travel, Event and Conference related policies and procedures/SOPs to ensure ongoing best practice in ways of working and protecting Aspen’s interests
- Work to establish Group synergies and efficiencies on travel, including the implementation of systems and processes that will aid travel and related expense management
- Corporate Travel Contract Management with ACL and Group Legal
- Manage all administration ancillary to travel, events and coordination as envisaged in this job profile

**EDUCATION/ CERTIFICATION**
- Matric, Grade 12
- Business Management Diploma or equivalent - BCom degree as preference
- Amadeus/Galileo Certification an advantage

**EXPERIENCE**
- Contract Management
- Supplier database management
- Intermediate to advanced SAP
- Intermediate bookkeeping skills
- Data Integrity, data management and record keeping
- Data Analytics and reporting
- Intermediate to advanced MS Excel and MS Word skills - demonstrated at interview stages
- Intermediate MS PowerPoint Skills and ability to present to audiences at various levels
- Superior communication skills - verbal and written
- Interpersonal and customer relationship skills
- Managing and coordinating logistics for travel/events/conference/presentations/video conferencing
- Reviewing and managing travel, conference and events budgets and spend
- Handling escalated travel queries
- Understanding best practice in corporate travel and related benefits
- Ability to plan events and conferences, ensuring all arrangements around these are attended to
- Working with multiple stakeholders
- Willingness to play a stand-in role in the planned or unplanned absence of the Executive Support Assistants, at the direction of the Company Secretary Administrator or the Deputy Company Secr


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