Travel Specialist

About the job

We are a prominent provider of offshore helicopter services in Africa, flying under an Italian Air Operator Certificate. Our focus on safety is unwavering and serves as the cornerstone of our operations. Our commitment to this core value is reflected in every aspect of our operations and is evident in our record of successful and safe missions. Our comprehensive helicopter services are designed to meet the evolving needs of our clients, ensuring that we remain at the forefront of the offshore helicopter services sector.

For our team we are looking for a Travel Specialist who will be based in Windhoek, Namibia.

Scope of Work:

The Travel Specialist shall serve as the primary point of contact for all employees in relation to travel coordination and associated administrative matters. The incumbent will provide comprehensive administrative support, manage travel-related queries, and coordinate all travel arrangements.

Responsibilities include managing travel requirements, booking tickets and accommodation, monitoring travel and accommodation budgets, and preparing regular reports (including expense reports and budget summaries).

The Travel Specialist shall ensure that all operational activities requiring travel are efficiently coordinated and executed, both on a day-to-day basis and in support of long-term operational planning.

Duties and responsibilities:

• Coordinate travel activities with operations, maintenance, and other functions to secure efficiency and compliance to company travel policies.
• Manage and arrange all visa requirements by coordinate with each base representative for visa inquired, ensure that all visas are valid for the crew, in the most effective way.
• Prepare and review regular reports on expenses and budgets for travel, ensure that meeting budget from management.
• Coordinate with management, in the improvement travel activities in the most effective way possible and maximize cost savings for the company.
• Control, monitor and support the contractors i.e., travel; agency, hotels, etc., to ensure that all invoices are match with actual company personnel travel, revert if any discrepancies, to ensure correct invoices payment.
• Coordinate with Finance department in order to ensure the payment will be made correctly, in timely manner, to ensure good relationship with contractors.
• Follow company internal and external controlled documents (policy, manual, procedure, and work instruction), regulation and ISO standards.
• Promote safety and environmental awareness among colleagues, subordinates, and supervisors through participation in safety forums, including safety talks, toolbox meetings, and safety reporting. Attend the Company’s monthly safety meetings and actively contribute towards achieving a zero-harm objective and preventing environmental impact.

Minimum requirements:

• Proven experience in travel and accommodation arrangements.
• Basic knowledge of visa requirements for various countries, including transit regulations.
• Strong communication, problem-solving, interpersonal and organizational skills.
• Technological proficiency and computer literacy, particularly in MS Office.
• Language proficiency in English.
• Must be willing to work during weekends and after hours.

Our company language is English and we are a global reality, that's why we will consider only CVs written in English.