Short-Term Consultancy – Travel Clerk at African Union - InterAfrican Bureau for Animal Resources

The Travel Consultant will undertake the following tasks:

• Obtain quotations from the travel agent for all travel requests and conduct quotation analysis.
• Verify bookings using Amadeus Global Distribution System (GDS) and rectify discrepancies.
• Run Amadeus GDS dedicated Pseudo-City Code (PCC) access with the travel agent.
• Receive all approved Staff Travel Requests that are processed through ESS.
• Create Travel Purchase Requisition automatically in the SAP System.
• Receive all approved Non-Staff Travel Requests with supporting documents.
• Obtain quotation from the Travel Agent for all Travel Requests.
• Assisting Finance & other units in budgeting for various meetings and events etc.
• Create Travel Purchase Order in reference to Travel Requisitions,
• Submit the approved Original Travel Purchase Order to the Travel Agent.
• Obtain the Ticket or the PTA from the Travel Agent and deliver the Ticket to the Traveler and the PTA to the Admin Assistants.
• Receive the invoice from the Travel Agent for each Travel Purchase Order.
• Create Service Entry sheet for each Travel Purchase Order item based on the Travel Agent Invoice.
• Park the invoices in reference to service entry sheets.
• Delete unused Travel Purchase Order from the system if the Travel Agent has not issued the ticket and the invoice OR the Travel Agent has cancelled the ticket and agreed not to send the invoice.
• In the case of deleting the Travel Purchase Order for PTA, advise the concerned Admin Assistant to delete the Travel Purchase Requisition to remove the commitment from the budget used.
• Submit unused tickets to the Travel agent for refund.
• Obtain credit notes from the travel agent and forward them to finance for deduction from the account of the travel agent.
• Run a report every time to check open Travel Purchase Orders in the system in order to complete the remaining process or to delete them on time to release the budget for other purpose.
• Assist in preparation of reports, presentations, tables, lists, statistics and diagrams on air tickets expenditures per project.
• Ensure that the AU-IBAR fleet of cars is well serviced at all times
• Assign duties to the drivers, checking mileage usage and compliance to set SOPs
• Perform any other duties as may be assigned by the supervisor

Requirements

Academic Qualification

• Minimum Diploma in Travel and Tourism Management related courses.
• Must have a Certificate in Global Distribution System (GDS) reservation systems, Preferably in AMADEUS.
• Must have a Foundation Diploma in IATA

Relevant Experience

• Should have a minimum of 5 years progressive working experience in travel administration, travel rate construction, routing, and travel reimbursement.
• Working experience in Enterprise Resource Planning (ERP) systems is required, preferably SAP.
• Experience with handling Corporate business travel, arranging travel for large group of meeting participants is desirable.
• Experience in fleet management is an added advantage
• At least two years in an international environment.
• 1 year or more of experience in data analytics or related area is desirable.

Skills and competencies

• Exhibit high ethical standards of maintaining confidentiality, impartiality and independence
• Sound administrative skills and ability to multi task
• Meticulous attention to detail and ability to maintain accurate records
• Excellent interpersonal and communication skills
• Highly developed organizational skills and ability to meet deadlines
• Possess the ability to work well under pressure
• Self-motivated, creative, and a reliable team player
• Ability to work in a multicultural setting
• Possess the ability to use IT tools to enhance any assigned tasks. Proficiency in various MS Office applications (Excel, Word, Power Point) and other IT applications. Working knowledge of SAP System is an asset