About South African Radio Astronomy Observatory (SARAO)

South African Radio Astronomy Observatory (SARAO) is the national facility responsible for managing South Africa’s radio astronomy initiatives. A facility of the National Research Foundation (NRF), it spearheads the country’s involvement in the global Square Kilometre Array (SKA) project.

Job Roles

• The primary purpose of this role is to coordinate ground and air travel arrangements for staff and visitors between Cape Town/Gauteng and the SKA-Mid telescope site near Carnarvon in the Northern Cape. The role also provides administrative support and receptionist cover as required.

Key Responsibilities

• Planning site travel, accommodation and associated arrangements for staff and make booking.
• Preparing itineraries for staff travelling to site on Mondays, Wednesday and Fridays and other days as needed
• Liaising with Charter service provider about flights and availability
• Obtaining information about the availability, cost and convenience of different types of transport and accommodation
• Planning with communications department team about the VIP tour visit to SKA-Mid telescope site
• Enquiring and getting quotations from Charter Service Provider on ad hoc flights required for the VIP visits
• Coordinating and keeping records of operational activities concerning air transport of passengers and freight, such as passenger lists and freight manifests
• Coordinating and keeping records of operational activities concerning road transport, such as allocation and scheduling of vehicles and drivers, loading and unloading of vehicles and storage of goods in transit
• Facilitating the reconciliation of travel invoices to source documents within the Organisation, ensuring that the Finance team have sufficient information to process invoices and recharge parties, as needed
• Serve as a liaison person between the SKAO-Mid and service provider account manager/travel team
• Documenting and maintaining records of staff and visitors invoices, and other travel-related bookings in a timely and accurate manner
• Relieving Receptionist at times
• Answering all incoming calls and responding to queries.
• Directing visitors to appropriate individuals

Qualification

• National Diploma hospitality, travel or a related field.
• Driver’s license

Experience

• 3 years’ work related experience in travel industry or administration

Knowledge

• Previous travel and senior administration experience (3 years min)
• Ability to build process flows and establish travel tracking systems
• Ability to understand cost tracking categories in order to allocate costs to various cost centres as well as track items for recharging
• Knowledge and use of any travel booking software
• Report writing
• Accurate minute taker
• Passion for travel and customer service.
• Knowledge of creating contracts