Administrator, Travel & Sponsorship

JOB PURPOSE

The purpose of Administrator, Travel & Sponsorship is to arrange all travel requirements including transportation and accommodation for AFI team, member institutions and external stakeholders, as and when required and subject to budget owner’s approval. The secondary responsibility includes review and processing sponsorship reimbursement with member institutions and external stakeholders. As and when required, the candidate is to provide ad hoc administration support to Executive Offices.

ACCOUNTABILITIES / KEY RESPONSIBILITIES

  • Review and make travel reservations (flights, accommodations, trains) for AFI team, member institutions and external stakeholders upon final approval from budget owner(s).
  • Ensure travel and reimbursement requests comply to relevant policies and procedures, e.g., travel requisitions (TRQ) and claims (EPR), etc. prior to issuance of tickets.
  • Check the accuracy of the travel requisitions (TRQ) submitted – per diem, rest day and entitlements, as adhered to AFI Travel policy and guidelines.
  • Ensure travellers have valid travel visa, invitation letter and any other required documents as determined by regulators (if applicable) prior to their respective travel.
  • Process travel invoices on a weekly basis for Finance-A/C Payable to make payment.
  • Ensure travellers are aware of travel restrictions to the destination countries.
  • Update (a) travel trackers and (b) sponsorship trackers on daily basis.
  • Produce weekly report and present the updates in the weekly meeting.
  • Work with Events team and generate recommended CAP amount for travel and sponsorship for events as and when required.
  • Check all sponsorship submissions in the mailbox on daily basis, obtain the hardcopies from member institutions, and ensure compliance to AFI policies and procedures.
  • Reconcile all sponsorships incoming via softcopies and hardcopies and ensure prompt submission to Finance team for payment.
  • Ensure all sponsorship claims are adhere to AFI sponsorship policy & guideline.
  • Assist and work together with the Finance team and budget owners, ensuring cost effective use of allocated event funds.

QUALIFICATIONS & EXPERIENCE REQUIRED

  • Diploma in Ticketing/ Tourism/ Business Studies/Administration/Management, Secretarial or equivalent.
  • Minimum two (2) years of working experience. Fresh graduates are also encouraged to apply as training will be provided.
  • Prior experience in travel related industry would be preferred.

COMPETENCIES / SKILLS

  • Strong computer literacy/skills in Microsoft Office, specifically in Excel and Word
  • Good command (verbal & written) of English and Malay languages
  • Planning, documenting, and effective organizing skills
  • Good understanding of travel destinations and geographical knowledge
  • Strong attention to details
  • Able to demonstrate pleasant personality, interpersonal and communication skills
  • Customer focus with ability to negotiate
  • Proactive, responsible, and independent with great sense of ownership
  • Good time management and able to prioritize with sense of urgency
  • Able to multitask and work under pressure

Interested candidates are invited to apply together with the latest CV and cover letter in English.

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