Senior Travel & Logistics Officer

Position Title: Senior Travel & Logistics Officer

Reports To: Finance and Admin Manager

Division : Immigration & Refugee Program+ (IRP+)

Department: Administration, Travel and Logistics

Job Location: Pretoria, South Africa

Grade Level: Grade 6, Senior Officer, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is primarily responsible for day-to-day management of travel and Logistics project related activities within the unit in accordance with CWS policies and procedures. This position will uphold best travel practices while identifying cost-saving strategies, train and prepare work plans for Travel & Logistics Officer in Pretoria.

Essential Duties:

Travel and Logistics

1. Plans and coordinates the unit work schedules in collaboration with Logistics Officers;
2. Manages Logistics projects in collaboration with Programs Supervisors and workflows within Procurement and Finance for all Logistics transactions;
3. Coordinates receipt of all IOM budgets and invoices from Cultural Orientation department.
4. Acts as the backup to the Logistics Officers in their absence;
5. Participate in onboarding of new staff to the unit and within the region;
6. Reviews and manages the issue log for all logistics issues raised after travel from the field;
7. Oversees and manages the Logistics mailbox.

Travel Budget Preparation and Management

1. Participates in the review of budget projections for accuracy and costing;
2. Manages an updated cost platform for all required travel items within all processing locations in Sub Sahara Africa;
3. Participates in quarterly and monthly travel budget projections and ensures they are received in Finance within the stipulated time period;
4. Collaborates with Program Managers/Supervisors to capture and track changes in the travel projections and communicates the same to the Logistics Supervisor.

Vendor Management

1. Coordinates receipt of all IOM budgets and invoices from Cultural Orientation department;
2. Manages tracking, reconciliations and payments of all received expenses from IOM across the regional offices;
3. Takes lead in vendor reconciliations for all logistics vendors in consultation with Procurement and Finance;
4. Oversees vendor engagements including negotiating for better prices and favorable terms of payments;
5. Participates in reviewing and updating vendor management procedures and service level agreements for all vendors within Sub Sahara Africa;
6. Performs other duties that may be assigned to ensure the logistical support of operations related to official travel and other program objectives.

Qualifications:

Experience:

• Five (5) year’s work experience is required;
• Supervisory experience preferred;
• Experience in field team processing activities for various locations is preferred;
• Experience in managing administrative roles is preferred;
• Experience managing travel budgets is preferred;
• Project management experience is preferred;
• Knowledge in Amadeus or other booking tool is an added advantage;

Skills:

• Demonstrated written and verbal English skills;
• Demonstrated computer skills, especially Microsoft Excel;
• Demonstrated organizational and time management skills;
• Demonstrated strong communication skills;
• Demonstrated interpersonal relations;
• Demonstrated ability to manage heavy workload

Education & Certifications:

• Bachelor’s Degree or equivalent in Business Administration, Public Administration, or other related field, or four (4) years additional work experience in lieu of a Bachelor’s degree required;
• Knowledge in International relations is preferred

Abilities:

The Senior Travel & Logistics Officer must have the ability to:

• maintain the integrity of confidential financial and personnel information;
• communicate effectively both verbally and in writing;
• follow instructions from the Supervisor with a positive and receptive attitude;
• deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
• maintain a high performance standard with attention to detail;
• carry out all of the duties of the position efficiently and effectively with minimal supervision;
• take initiative;
• maintain strict confidentiality with RSC Africa administrative and operational information;
• manage a large and diverse workload under pressure with competing priorities;
• work well as a team in a multi-cultural environment while maintaining a high level of motivation;
• effectively manage RSC Africa’s resources;
• actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;

Important Requirements:

• • Strong English communication skills, both written and oral;
• Ability to work in a multi-cultural environment required;
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• COVID Vaccination is strongly recommended for all successful candidates.
• The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• This position is based in Pretoria, South Africa.
• This position requires use of laptops at all time, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program.
• Driver’s License Code 08.
• Background check, which includes references and an educational criminal check is required before the start of employment for International applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Internationals – International applicants must be legally eligible to work and obtain a work permit in South Africa OR A valid U.S. passport and the ability to maintain a valid U.S. passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• Full time.
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.

Method of application:

See link: https://cwsglobal.org/work-with-cws/

Disclaimer: Please note that this position is subject to the approval of funding and only upon approval will the position be filled.