Travel & Expatriation Coordinator

Human Resources
- JOHANNESBURG-BIERMANN AV(ZAF)
- South Africa
- As a Travel & Expatriation Coordinator, you will be responsible for the following activities:
**Travel system**
To manage the company’s travel system, spend and related activities
- To act as the contact person and authorizer for emergency trips and changes to travel plans.
- To assist with processing of visas and letters of invitation, where possible
- To make special arrangements and ensure in-transit hotel arrangements where required
- To arrange travel insurance with insurance providers for all travelers; maintain and update the lists of enrolled travelers
- To coordinate with the Finance & Business Services Department (FBS) to invoice travelers for personal travel costs
- To issue monthly travel expenses reports to relevant managers, and departments
- To administer FOREX and AMEX Cards as well as the cash float allowance in relation to travel
- To participate in the capturing and reporting and claiming of expenses related to travel in liaison with Payroll.
- To coordinate the payments of tool of the trade cars) and ensure PO’s are sufficiently funded for this
- To coordinate and ensure accurate information on lodge card reconciliation for TSA and NBLS company travel cards.
- To reconcile car rental company debtors accounts
- To reconcile travel management company debtors accounts (in South Africa and NBLS)
- To reconcile conferencing debtors accounts
- To prepare and process payments relating to the administration of the car scheme and other related suppliers.
- To liaise with the relevant personnel at Group and ensure necessary action is discussed with HR Management for implementation
- To compile, distribute and discuss travel related KPI’s with Management with a view to ensuring corrective action is taken so as to eliminate/reduce unnecessary travel costs**Policies and procedures**
To ensure that users are properly inducted and trained on the company travel system, policies and procedures
- To propose guidelines, policies and procedures changes as and when required
- To monitor adherence compliance to the Travel Policy and Procedures by users
- To report infringements of the policy and procedures to Management
- To enforce or ensure repayments for such offences as payment for extras, fines, etc. by affected travelers
- To manage and monitor accidents of car hire vehicles and ensure that these are not caused by extreme negligence, and that the correct process to ensure that claims are paid is followed.**EXPATRIATE ADMINISTRATION**
Identify, evaluate and recommend appropriate choices of properties for expatriates.
- Collate, review and ensure legal compliance of all rental/legal agreements and renewals and follow-up.
- Lease agreements signatures and renewals - Monitor all commodities contracts pertaining owned and rented properties (water, electricity, telephone, garden service etc.) with service providers.
- Ensure that all the houses are equipped with HSEQ Standard First Aid Kit - Identify and propose schools for expatriates' children
- Assist Expatriates with management of expenses and submission of expense claims - Submit to payroll monthly costs for fringe benefit deductions for all expatriates Identify, evaluate and recommend appropriate choices of properties for expatriates.
- Collate, review and ensure legal compliance of all rental/legal agreements and renewals and follow-up.
- Lease agreements signatures and renewals
- Keep an up to date Inventory List of the Expatriate rented house
- Assist with Expatriate movement and relocation**Supplier relations**
To negotiate with suppliers to get the best possible for travel and accommodation when required
- To communicate with and manage supplier relations and other stakeholders**REINVOICING**
Reinvoice Total Affiliates (NATREF, Tepsa etc)
- Make sure all costs spent monthly are reinvoiced to the affiliate - Reinvoice timeously and follow up on outstanding payments - Accrue monthly all outstanding invoices
- As a Travel & Expatriation Coordinator, ideally you will possess the following:

- Post high school qualification or equivalent. Certification in travel management will be an advantage.
- Knowledge of Expatriation management
- Five (5) years’ experience working in a commercial environment in an administrative position.
- Proficiency in Microsoft Office Suite and aptitude for the travel system
- Ability to handle multiple tasks simultaneously in a fast paced environment, set priorities, and work independently and/or in a team.
- Ability to train users on the travel system
- Ability to negotiate with and manage supplier relations
- Ability to understand and meet the business travel requirements
- Professional oral and written communication skills; and able to interact and communicate effectively with people at all levels of the company, as well as communicate with tact, diplomacy and a high level of intercultural sensitivity.
- Strong attention to detail, accuracy and thoroug