Travel Administrator 6 views

LonAdd HR Consultancy Plc (www.lonadd.com) is a Recruitment & Outsourcing Company based in Addis Abeba, Ethiopia, with branch offices in Dukem, Hawassa and Bahir Dar. We are looking to recruit Travel Administrator to join On Behalf of Our Client.

Job Location: Addis Ababa

Number required:- 1 (One)

Background of the role:

Tulu Kapi Gold Mine S.C. (TKGM) is a flagship gold mining development project implemented by KEFI Gold and Copper PLC in close collaboration with the Government of Ethiopia. It is currently establishing its central office facilities in Addis Ababa.

Purpose of the role

The Travel Administrator is responsible for ensuring the smooth and efficient coordination of all travel-related activities within the organization, including but not limited to arranging and managing flight bookings, accommodation, and transportation for employees, executives, and consultants and visitors.

The role also involves ensuring compliance with company travel policies, security protocols, handling travel requests and approvals, and liaising with travel vendors and agencies. In addition, the Travel Administrator supports visitor arrangements when required and contributes to a well-organized and efficient travel process, ensuring a seamless experience for all stakeholders.

Accountability for this role

Safety, Health and Environment

• Model behaviour that is consistent with the Tulu Kapi Safety Vision and Values
• Lead by example, maintain a record of zero major safety incidents and continuously improve safety.

Travel Coordination & Logistics Management

• Plan, organize, and coordinate all domestic and international travel arrangements including flights, hotels, and ground transportation for employees and visitors.
• Ensure travel plans are aligned with business schedules, priorities, and operational requirements.
• Monitor travel plans and proactively handle changes, cancellations, or disruptions to minimize inconvenience.
• Monitor and manage employee travel schedules and rosters.
• Coordinate airport transfers and employee transportation.
• Liaise with the Government Liaison section and maintain records related to travel, visas, and office services.
• Work in full alignment with established logistical and security procedures and protocols, ensuring strict compliance with organizational policies as well as local and international regulations, and proactively identifying any potential risks or gaps in process implementation.
• Coordinate and facilitate travel-related documentation and processes, including visa applications, work permits, invitation letters, travel insurance, and other related requirements, in close collaboration with relevant service providers and internal departments to ensure smooth and timely execution.
• Continuously monitor and maintain awareness of travel advisories, immigration policies, and regulatory requirements, ensuring that all travel arrangements and employee movements are compliant with the latest legal and safety guidelines.

Attention to Detail (Bookings, Itineraries, Timing)

• Carefully verify all booking details such as travelers’ names, dates, destinations, and times to prevent errors.
• Prepare and review comprehensive travel itineraries, ensuring accuracy and clarity for travelers.
• Track schedules and timelines closely to avoid missed flights, overlaps, or delays.

Policy Compliance & Cost Control

• Ensure all travel arrangements comply with company policies, procedures, and approval processes.
• Monitor travel expenses by selecting cost-effective options, negotiating rates, and using approved vendors.
• Maintain proper records of travel expenses and support reporting and audit requirements.

Communication Skills (With Staff, Vendors, Hotels)

• Communicate clearly and professionally with employees to understand travel needs and provide updates.
• Liaise with airlines, hotels, travel agencies, and transport providers to secure bookings and resolve issues.
• Provide timely information and respond promptly to inquiries, changes, or emergencies.
• Maintain a professional, helpful, and service-focused approach, providing courteous and effective support to all internal and external stakeholders.
• Exhibit exceptional communication skills, both written and verbal, by conveying information clearly, accurately, and professionally, while fostering strong working relationships with colleagues, service providers, and external partners.
• Respond promptly and effectively to travel-related emergencies, providing immediate support in the event of itinerary disruptions, cancellations, or unexpected changes, and ensuring minimal impact on operations while prioritizing the safety and well-being of travellers.

Time Management & Multitasking

• Handle multiple travel requests simultaneously while prioritizing urgent or high-priority cases.
• Meet tight deadlines, especially for last-minute travel arrangements or changes.
• Stay organized by keeping accurate records and tracking multiple bookings efficiently.
• Oversee and manage all required authorizations, ensuring that approvals are obtained in a timely manner, properly documented, and aligned with company policies and compliance requirements.

Culture, Environment and Professional Standards

• Promote a positive, organized, and professional office culture.
• Ensure the office environment reflects Company values and operational excellence.
• Support employee engagement initiatives and internal events.

Customer Service Mindset

• Deliver a high level of service by ensuring comfort, convenience, and a smooth travel experience for all travellers.
• Respond promptly to requests, complaints, or challenges, offering effective and professional solutions.

Familiarity with Booking Tools / MS Office

• Use travel booking systems (e.g., Amadeus, Sabre, or online platforms) to efficiently manage reservations.
• Maintain travel records, reports, and trackers using MS Excel and other Office tools.
• Utilize email and calendar tools (e.g., Outlook) to coordinate schedules and communicate effectively.

Cross Functional Accountabilities for this Role

• Collateral accountability and authority to influence colleagues to achieve the organizational goals and task objectives in accordance with the context set by your manager.

Requirement for the role

Qualification

• Bachelor’s degree in business administration, Management, Tourism and Hospitality Management, Travel and Tourism, Office Administration, or a related field.

Knowledge and Experience

• Minimum of 5 years of demonstrated experience in travel and accommodation administration and coordinating level (International and domestic)
• Proven experience working with Electronic Document Management Systems (EDMS) such as SharePoint, Documentum, OpenText, or similar platforms.
• Advanced knowledge of Microsoft 365 and Office suite (Word, excel).
• Develop travel itineraries and distribute travel information to traveller’s in advance.
• Ensure all travel arrangements comply with company policies and budgets

Technical Competence and Skills

• Problem Ownership and Analytical Thinking: Commitment to end-to-end ownership of the Travel Administration function and accurately identifying issues that require escalation.
• Interpersonal and Instructional Skills: Excellent communication abilities with the ability to interact professionally and respectfully with visitors and staff.
• Adaptability and Organization: Highly organized with the capacity to manage multiple priorities in a fast-paced environment.
• Language Proficiency: Excellent written and verbal communication with language proficiency in English and Amharic
• Quality: High attention to detail with focus on accuracy.

Personal Attributes

• Highly organized, systematic and methodical
• Resilience and adaptability in challenging environments.
• Ability to work independently and as part of a team.
• Ability to manage stress and maintain performance under pressure.
• High level of integrity, discretion, and professional ethics.