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Travel & Relocation Coordinator

African Leadership University

African Leadership University

Mauritius
Posted on Thursday, June 27, 2024

ABOUT ALU

ALU provides higher education for a higher purpose. Our students declare missions, not majors.
They develop the real-world skills to take on the world’s most pressing challenges. And they take ownership of their learning from day one through our peer and student-led approach – because ALU believes in the power and agency of young people to start shaping the future right now.
Together with a world-class faculty and staff, our students are igniting a ripple of positive impact across Africa and the world.

HOW WE WORK

As a high-growth start-up, the ALU Team works in starkly different ways to traditional academic bureaucracies. We approach education from first principles, empower individuals to design, test, and implement creative new ideas, and work closely together to craft transformative learning experiences. We are deeply passionate about our students and excited by the challenge of building something entirely new.

The African Leadership University is committed to ensuring the safety and Well-being of all students under our care. As part of this commitment , we have a comprehensive safeguarding policy in place , which outlines our Zero-tolerance approach to any violation of safeguarding.

ABOUT THE ROLE

ALU is seeking a Travel & Relocation Coordinator, who plays a key role in supporting staff and faculty with their travel & mobility needs. You'll manage all aspects of travel arrangements, from booking flights and accommodation to coordinating immigration processes.

The Travel & Relocation Coordinator plays a vital role in ensuring a smooth and efficient travel experience for our staff members and visiting faculty. This role involves managing and coordinating all aspects of travel arrangements and immigration support. You will work closely with employees, travel service providers and immigration officials to meet the organisation's mobility needs.

RESPONSIBILITIES

Travel Planning and Coordination

  • Approve flights, arrange accommodation, transportation, travel insurance, and other travel arrangements for staff members and guest lecturers against set policy.
  • Develop comprehensive travel itineraries and ensure all supporting documents (visas, tickets, etc.) are prepared and distributed to travellers in a timely manner.
  • Maintain an up-to-date record of travel bookings and itineraries in the Travel Tracker system.
  • Review and approve travel activity and expense reports for accuracy before submission to finance.
  • Address and resolve travel-related questions and issues promptly to ensure a positive experience for all travellers.

Employee Immigration Services

  • Develop and distribute letters of invitation for visiting faculty, staff, and special guests.
  • Consult and advise staff and managers on relevant immigration requirements and procedures.
  • Facilitate the application process for work permits and visas for staff members and guests.
  • Maintain and update records of all employee and guest immigration status, timelines, and documents to ensure compliance.
  • Facilitate welcome calls to new joiners, supporting them through the requisite process for relocation, up to and including successful settlement into Mauritius.

Budget and Expense Management

  • Ensure the travel policy on the travel service platform is updated and aligns with the company's travel policy.
  • Assist in approving travel expenses and reimbursements according to company travel policies.
  • Monitor the cost of immigration services, fees, and payments.

Compliance and Policy Adherence

  • Ensure all travel arrangements comply with company travel policies and procedures.
  • Stay informed about travel regulations, health and safety protocols, and visa requirements.

Emergency Assistance

  • Provide assistance to staff members in case of travel disruptions or emergencies.
  • Contribute to the development and implementation of contingency plans for unforeseen circumstances.

Vendor Management

  • Liaise with travel service platform providers, hotels, and other travel service providers to negotiate the best rates and services.
  • Maintain relationships with preferred vendors and ensure their compliance with ALU policies.
  • Maintain active dialogue, communication and data updates with travel support system, agents (immigration and travel respectively)

Records Management

  • Ensure accurate and up-to-date records for all travel, immigration documents, permits, letters, etc. This includes tracking employee movements and proactively managing permit renewals.
  • Maintain confidentiality and observe data protection regulations when handling sensitive personal information.

Requirements

  • Bachelor’s degree in Business Administration, Hospitality Management, or a related field preferred.
  • Proven experience in travel coordination or a similar role.
  • Strong organisational and time-management skills.
  • Excellent communication and interpersonal abilities.
  • Proficiency in using travel booking software and Google Enterprise Suite (Docs, Sheets, Slides).
  • Ability to handle multiple tasks and work under pressure.
  • Attention to detail and accuracy.
  • Problem-solving skills and the ability to think critically.
  • Experience working in a fast-paced university environment is a plus.

The Ideal Candidate will have the following expertise:


This role requires excellent organisational skills, a keen eye for detail, and the ability to handle multiple tasks simultaneously. You'll also have strong communication and interpersonal skills to effectively collaborate with employees, travel service providers, and immigration officials.

The ideal candidate will be customer focused with a commitment to providing high quality service, and has a strong eye for detail.

Location: Mauritius