Overall travel arrangements for JAM International, JAMSA, Jesus Alive, JAM offices in Mozambique - South Sudan, Rwanda and Angola Sourcing best airfares, quoting and bookings/amendments of flights Issuing of flight tickets (double checking routing, name as spelt on passport and dates) - also for CEO and spouse to issue boarding passes prior to departure and pre-seating where possible for all those travelling Full process of application of visa's (making sure staff have photos taken, all supporting documentation and dummy tickets, valid passports and yellow fever) and managing monies for visas with Bidvest card and co-ordinating submission of documentation and collection of visa's with Office Services. IF the staff don't have yellow fever certicates to make an appointment for them at travel clinic and arrange payment Requesting/generating letters of invitation for travel from respective countries (South Sudan, Angola and Mozambique). Generating letter of employment and sending to respective individuals in other countries and for staff applying for visas. Booking/amending and co-ordinating airport transfers and meet and greets in Johannesburg from JAM base or employees respective homes. Also booking and confirming Ann and Peter's chauffeur drive when applicable. Also book and recon Uber bookings for JAM staff members what ever time the transfers are required and make sure the Uber account is loaded monthly. Working with JAM offices in various countries with travel arrangements of CEO and other Working with Hospitality and Communications in arranging/amending accommodation and meals where applicatable for individual staff members and groups Working with Office Services on arranging access cards, cellphones and internet vouchers for visitors Booking of car-hire locally (First Car Rental) and internationally (Sixt) Booking of accommodation internationally (mostly for CEO and spouse) and locally for JAM SA staff. Then sending flight confirmations to country offices to arrange and confirm accommodation where applicable Receiving invoices for travel booked and raising of Purchase Orders (with correct line items, authorisation of managers and Country Directors and accounts). Responsible for R750 000 Diners company card and recon weekly and giving it to Accounts and follow up with payments outstanding from all those concerned (JAM INT, JAM Water, Jesus Alive and JAM Water) Recon and manage own Bidvest monies loaded for visas etc Check recon of airport transfers with parking receipts, make sure monies on drivers bidvest card is recorded and topped up when required. Submitting monthly travel Commitment budget for Travel Department Monthly payment of aircraft hangar fee and insurance, arranging maintenance, flight clearance, airport taxes, fuel logistics of JAM aircraft, catering, permits, sourcing pilots etc. Submitting payments for accommodation and car-hire booked and send the hotels/guesthouses the proof of payment prior to arrival when and if required Submitting levies due for CEO and spouse's memberships (Holiday Club, RCI, Peninsula Hotel, Dumela Resort and Swan Mountain Resort) Liasing with Dumela Resort in Kwa-Zulu Natal of the 3 weeks dates, to send to all staff members, make booking, make levy payment and charge staff accounts Managing Mabula 'Big Fig' calendar, monthly levy payments, maintenance and other related to. Pass on updates from Mabula to shareholders. Recon of the bank statement and follow up with shareholders on outstanding payments and any needs or concerns they may have. Document and keep up to date the maintenance list. Work closely with CEO PA to plan annual Mabula shareholders meeting and provide financials for discussion/reflection Receiving/generating and checking Trip Budget rates (S&T's) and raising Purchase Orders - submitting to finance to arrange funds needed in SA rands and foreign currencies Organising Chartis Travel Insurance for those from South Africa travelling to South Sudan. Updating CEO spouse's annual Travel insurance and providing pre-existing travel insurance for CEO whenever he may be travelling. Organising and monitoring Home leave and R&R for those concerned closely with HR and making sure policies and procedures are adhered to Organise travel for Mauritius board meetings with CIM offices - board meeting requirements, airport transfers, accommodation and flights Organise annual travel logistics for STRAT and AFFLIATE meetings held in August (accommodation on base, Mabula bookings and payments, airport transfers, pre and post arrivals and travel arrangements, flight bookings for those attending). Pre and post meals with office services. Access cards and internet vouchers. Compiling annual Travel Budget for JT100 department and submission,maintaince thereof and sending out flight, airport transfers and visa fee anticipated costs for the following year so each department can make accurate budget forecasts Filing and admin control of any Travel related bookings and queries Book and confirm personal travel arrangements for CEO and spouse as well as their family members and friends Keep record and control of Ann and Peter's flight miles, status and balance for their respective memberships and renewal of membership cards when expired After hour travel emergencies (need to be on call 24 hours - 7 days a week - 365 days a year) Make and manage travel bookings for Ann and Peter's family and friends if requested Generating invoices for reimbursements from affiliate offices and the follow up and recon thereof Working closely with and maintaining the relationships Airlines, First Car Rental, Sixt, South Sudan and Angolan Embassy and any other accommodation we may utilize and benefit from regularly Negotiate better rates/benefits with all relationships (where possible) mentioned above in number 34 Maintenance and updating of passport photos, passport database and travel procedures and information required on countries visited for first time visitors. Assisting from time to time - the makeover group coming to SA - helping those individuals with pre and post travel arrangements, visa extensions, advise and flight bookings Keeping up to date with any changes in flight schedules, notifying the individuals and those effected. Keeping up to date with any changes in the travel industry, flight routings/policies / luggage allowance / airport or hotel maintenance, visa requirements/increases and passing the information to those effected Working closely with CEO PA on CEO and spouses two yearly USA, UK, Europe, Canada and any other travel related logistics associateD
HOW TO APPLY:
Qualified and experienced candidates are invited to apply to the HR Department on email
recruitment.sa@jamint.com
recruitment.sa@jamint.com
Please be advised if you are not contacted within 2 weeks of the closing of this advert, you should consider that you were not shortlisted for this position.
