JOB AND TASK DESCRIPTION Job Title: Division: Grade: Travel Manager Corporate Services Division, Finance & Management Information H Reports To: Financial Controller General information The Finance and Management Information Section (FMIS) is part of the Corporate Services Division (CSD). The Division is responsible for a wide range of corporate services comprising financial management, information technology, procurement, facilities management, office services and conference management. The division has overall responsibility for the financial management of the Commonwealth Secretariat s budget of approximately 45 million. FMIS provides financial management and accounting services and support to the Commonwealth Secretariat. The section prepares budgets, management information and financial statements for the three separate Commonwealth Secretariat funds. FMIS manages payroll, pensions, revenue, accounts receivable, accounts payable, audit, treasury, management accounts and the travel functions of the Secretariat. FMIS is responsible for providing financial information to Secretariat management and the governing bodies. FMIS is also responsible for the implementation and maintenance of risk management across the organisation as well as the maintenance of the Secretariat s financial system. The Travel Team provides services to the organisation and is responsible for the implementation and execution of procurement, sourcing, negotiation and supplier management strategies related to travel to meet objectives in cost quality and service levels. Job summary The Travel Manager will be responsible for managing the activities of the Travel Team and will be accountable for ensuring that a consistent and high level service is provided to the rest of the organisation maintaining value for money and compliance with the Travel Policy. The Travel Manager will also ensure that financial rigour and good governance is applied to all processes within the Travel Team. The Travel Manager will have people-management responsibility for the Travel Team. The Travel Manager will act as primary contact for the Secretariat with corporate travel agencies and other travel suppliers and will be responsible for the effective delivery of service from the Team. The Travel Manager will be responsible for providing strategic guidance and project management to the organisation when reviewing travel policy and procedures and negotiating with vendors.
The Travel Manager will provide best-in-class recommendations and solutions to the organisation to ensure that the travel programme provides value for money, operational efficiency and meets traveller needs. The Travel Manager will act as the key liaison between staff and the Travel Team in order to facilitate acquittals, advances and payments. The Travel Manager will co-ordinate, prioritise and provide guidance to the Travel Team to ensure the effective running of the Travel Section. Task description The post-holder: Policy Compliance: In consultation and collaboration with the Divisions, develop and maintain positive traveler and supplier relations by coordinating with various functions across the Secretariat to ensure traveler and supplier requests and issues are handled appropriately, in a timely manner and in compliance with the Travel Policy Maintains, administers and reviews the Travel Policy and procedures with cross functional coordination as needed. Ensures and monitors Travel Policy compliance and provides strategies to increase compliance and achieve value for money Works with Risk Management on Duty of Care issues, oversee travel risk management programs and travel security. Maintains the internal travel sites with travel alerts, changes to air, car or hotel accommodations, etc. Assist the Financial Controller with internal and external audits including preparation of audit schedules and supporting documentation and responding to audit queries. Following up and implementing external and internal audit recommendations in a timely manner. Designs and implements quarterly travel training/seminars for travelers and travel arrangers providing feedback to vendors Investigate travel complaints to satisfactory resolution Develops strong internal working relationships with all Divisions Travel Provider Management: Manage hotel and airline agreements; assuring that each remain current and that negotiated rates are kept up to date and loaded into the system. Formulate a managed travel programme for the Secretariat to incorporate how the organisation contracts with hotels (e.g. chain deals) and airlines (e.g. route verses hub deals, preferred airline status etc.) Identifies savings opportunities and service enhancements, initiates process improvements and deployment of benchmarking-generated best practices. Strategic contract management of engaged travel management company(ies) including compliance to contracted specifications, Service Level Agreements (SLA s), KPI s and management information reporting 2
Reporting and Analysis: Benchmarks, analyses, monitors, and reports on travel expenditures, compliance and deviations. Analyse hotel spend, to identify and negotiate appropriate agreements with hotels Analyse route and airline data and identify and negotiate appropriate Airline deals Provides periodic reports on corporate travel expenditures against budgets and forecasts as well as deviations to policy. Assists with ad hoc travel queries and requests Project Management Investigates, understands and communicates existing and proposed processes using rigorous project management methodologies Provides clear options to management regarding process changes. Initiates and leads projects provides structured updates, clear process maps, implementation timelines, risks and issues and communication plans People Management Provides direct and clear communication to Travel Team staff helping them to prioritise and deliver their work accurately and efficiently. Provides coaching and day-to-day support to Travel Team staff to ensure that they can meet commitments to staff and other departments in Finance. Ensures that the staffing levels within Travel Section are monitored to ensure timelines and service levels are met. Provides clear feedback to Travel Team staff to ensure areas for development can be identified and action plans can be put in place. Manages the appraisal and review process for Travel Team staff Acquittal, Accounts Receivable and Advance Authorisation Ensures that all financial transactions are completed accurately according to service levels communicated to staff. Ensures that financial transactions are compliant with the Travel Policy and Scheme of Delegation. Ensure accurate and timely collection and recording of the Secretariat s revenue. Accurately completes reporting required by management. 3
Person Specification Experience Graduate or professional degree At least five years travel management experience Knowledge of the travel industry and operations, and exposure to contract management People management experience Knowledge of online booking tools and other travel technology Excellent negotiation/consensus building skills as well as the ability to maintain flexibility and manage conflict The ability to exercise independent judgment consistent with Secretariat policies, guidelines and priorities The ability to deal confidently and effectively at the highest level and to establish effective working relationships ensuring dealing at all times with utmost tact and diplomacy Excellent organisational, analytic and problem solving skills with the ability to lead and facilitate team and project planning, coaching and developing individual and team resources Outstanding communication skills including strong written and oral communication skills Financial acumen and attention to detail. Excellent IT skills including databases and Microsoft suite Desirable: Knowledge of the activities of the Commonwealth Secretariat and of Commonwealth member countries. 4
Competencies: Respect for Diversity Works effectively with people from all backgrounds. Treats all people with dignity and respect. Treats men and women equally. Shows respect and understanding of diverse points of view and demonstrates understanding in daily work and decision making. Examine own biases and behaviours to avoid stereotypical responses and does not discriminate against any individual or group. Encourages others to evaluate systems, processes & behaviour to ensure respect for diversity is demonstrated Working with Others Manages conflict and works towards mutual solutions Identifies organisations with which to partner for specific solutions Encourages others and provides them with the autonomy to pursue relationships Uses personal influence to establish compromise and agreement when faced with conflict Demonstrates balance between directness and diplomacy in negotiations Uses influence to persuade partners and third parties toward Commonwealth Secretariat aims Encourages and supports others in demonstrating cultural awareness when working with others Managing Resources Manages programme and cross team activities against specific objectives/results Manages available resources in order to meet objectives e.g. by effective and efficient use of budget inter alia Identifies the best method and resources when high level course of action has been identified Analyses available resources and what activity they will enable Takes responsibility for multi team/programme activities Manages diverse motivations of a range of groups in large scale programmes Decision Making Determines what can be realistically achieved when deciding on strategic solutions Is proactive and responsive in making decisions on complex, technical issues based on appropriate information Considers the relevant justifications for a particular course of action Takes context into consideration when making decisions Makes effective decisions when acting on behalf of a senior colleague, seeking advice where appropriate Bases actions and approaches on the root cause of an issue, rather than the symptoms 5
Accountability Takes ownership of assigned tasks, honours deadlines. Ensures timely delivery of outputs within defined cost and quality standard parameters. Takes responsibility for own shortcomings and compliances. Supports subordinates, provides oversight and takes responsibility for all delegated assignments. Leadership & Development Reinforces vision throughout organisation e.g. by acting accordingly inter alia Identifies and develops leadership skills in others Empowers others to take control of their own development and progression Offers sound guidance and direction on complex and critical issues Maximises the potential of others e.g. by creating suitable opportunities for development inter alia 6