Travel Associate at Alliance for a Green Revolution in Africa (AGRA)

The Travel Associate will be responsible for processing post-travel transactions ensuring timely reconciliations, raising the Purchase orders, confirming the correctness of invoices, processing the invoices, and coordinating with the finance team to ensure timely payment of invoices.

Reporting to the Travel Officer, the Travel Associate will be responsible for ensuring that the processes following travel have been completed and are handled on time. He/she will liaise with the Travel Officer to ensure that tickets are booked on the system and facilitate the initiation of payment processes for travel-related payments.

Key Duties and Responsibilities:

• Reconcile reissued, canceled, and disputed tickets to ensure proper accounting and adjustments.
• Reconcile open tickets and refund tickets with vendors to secure credit notes and resolve discrepancies.
• Ensure that the quotes provided by vendors align with business requisitions, maintaining transparency and accuracy.
• Ensure that vendor invoices are accurately matched against AGRA requisitions and purchase orders to confirm correctness.
• Track and verify the timely payment of invoices, ensuring that any outstanding balances are settled accurately and promptly.
• Actively follow up with vendors to ensure the timely and accurate payment of all outstanding dues.
• Ensure that quotations provided by vendors match the requisitions, maintaining accuracy and openness in all transactions.
• Collaborate with the Travel Officer on travel management policies and procedures
• Work closely with AGRA Units to coordinate corporate events and ensure staff are informed about travel administrative procedures.
• Engage with finance to process travel claims, manage budgets, and ensure compliance with financial policies.
• Provide end-to-end travel services, assisting colleagues with travel authorizations, bookings, and inquiries.
• Negotiate service agreements and discounts with external travel agencies, hotels, and transportation services to optimize travel arrangements.
• Coordinate with insurance providers to ensure staff have valid travel insurance as per AGRA's policies.
• Support in the representation of AGRA in discussions related to travel logistics for conferences, workshops, and field missions.
• Provide weekly reports on purchase orders, invoices, and payments processed to the finance team to keep all parties informed.
• Conduct weekly reconciliations of group fares to ensure accurate billing and adjustments.
• Reverify credit notes to ensure that they are accurately processed and applied to the correct accounts

Key Qualifications and Experience Required:

• Bachelor’s Degree or equivalent is generally required, with a preference for candidates trained in travel and tourism.
• Experience in a travel-related role or customer service environment is preferred, demonstrating familiarity with travel logistics and customer interactions.
• Certification in travel is an added advantage