Under the close supervision of the Head of Procurement of COMESA Secretariat and the Project Coordinator of ASCENT, the Travel and Conference Logistics Assistant shall perform the following specific tasks:
- Provide three quotation estimations on travel to enable Divisions/Projects/Units to prepare their activities for budget approval;
- Analyze all Mission Clearance Forms with all required attachments such as an Aide Memoire and approved budget to compute flight reservations;
- Certify the forms upon confirming bookings and offer applicable advice on ticketing time limits to Division/Project/Unit Staff, ensure they are compliant with travel policy requirements and submit for approval by Directorate of Human Resource and Administration;
- Issue and vet (with Procurement) Local Purchase Orders (LPOs) based on approved Mission Clearance forms before approval by the Director of Human Resources and Administration;
- Disseminate all acquired travel consumables to respective Divisions/Projects/Units through electronic methods;
- Complete all respective travel documents and files and store them in chronological order;
- Dispatch copies of issued LPOs manually to the Division of Budget and Finance for payments to service suppliers prior to issuing tickets;
- Resolve numerous ticket queries ranging from reservations and ticketing re-issuance / revalidation that arise from a combination of official activities such as date change, extensions etc. ending with demanding for Ticketing Tracking Form at the end;
- Provide expert information on immigration and health matters to staff members /delegates for all travel intermediate points and destinations;
- Offer support on recommending and updating of travel suppliers framework contracts.
- Perform any other duties assigned by your supervisor officers from time to time.