AGRA

Location: Nairobi, Kenya

Job Reference: TO/OPS/03/2024

AGRA and its Work

AGRA is an African-led institution that actively supports the drive towards inclusive agricultural transformation and sustainable food systems. We do this by empowering the continent’s 33 million smallholder farming households to transform their agriculture from a struggle to survive to profitable businesses. The continent’s farmers regularly face challenges, and we aspire to provide uniquely African solutions that respond to their agricultural and environmental challenges, leading to increased harvests for reduced hunger and more income. 

Working in alignment with the development priorities of our focus countries, we enable farmers to access improved and high-yielding seeds, gain knowledge on sustainable farming, and linkages to profitable markets. 

In our work, we aspire to build the alliances, partnerships, and networks required to drive an inclusive agricultural transformation. We work with our partners to create an equitable youth-friendly environment that harnesses the youth dividend on the continent to drive growth and facilitate open employment opportunities for young women and men. We achieve our key objectives through a focus on the following four areas of intervention:

1. Policy and state capability – We support governments in creating an enabling environment for private sector involvement in agricultural transformation. 
2. Seed systems – We trigger higher productivity by increasing the availability and access to improved seeds by farmers allowing them to increase their harvests for food security and better incomes. 
3. Sustainable farming – We support farmers in building resilient farming systems for sustained high yields through interventions such as mechanization and irrigation. 
4. Inclusive markets and trade – We work to increase the linkages between farmers, and other market actors for a positive, sustained cycle of commercialization and reinvestment.

Implementing Our New Strategy Through People

People are the heart of our organization and remain the true drivers of our delivery and our impact.

We work with incredible people and partners who have roots in farming communities across the continent combined with an inclusive and diverse workforce from over 24 nationalities. Our commitment to a call to action goes beyond ourselves as we arise to catalyze African Food Systems’ transformation by being Deeply collaborative, Executing Excellently, Sincerely Constructive, and Increasingly Entrepreneurial aligned with our values of (I-RISE; Integrity, Respect, Innovation, Stewardship, and Equity).

We are looking for people who are passionate about Africa to join our innovative, growing, and multidisciplinary team. Together, we can grow Africa’s food systems improving the livelihoods of smallholder farmers. Want to join us?

The Position
Travel Officer Job Reference: TO/OPS/03/2024

The Travel Officer will be responsible for managing the travel office, administering travel related to convenings, workshops, home leaves and other work-related engagements for activities across multiple programs and projects within AGRA. 

The ideal candidate will ensure efficient travel through the coordination of outsourced travel implants, enforce the AGRA policies that are travel-related and supports staff with end-to-end travel services. S/he will provide advice and guidance to colleagues across the institution to help them plan effective and efficient work-related travel.

Key Duties and Responsibilities:

• Processes the day-to-day travel-related requests by coordinating with travel agents to ensure travel quotes are obtained in compliance with AGRA travel policy, and the routings and fare types represent the best value.
• Supports the Finance team in reviewing travel claims and checking travel policy compliance, completeness, accuracy, and following up on necessary approvals.
• Coordinates the timely reconciliation of Travel Authorization (TAs) and Travel Expenditure by ensuring the validity of claims as per policy and approval authority.
• Reconciles all Travel Authorizations (TAs) with supplier invoices before submitting to Finance for payment.
• Verifies that the suppliers’ travel invoices are received weekly and reviewed for posting & payment processing.
• Tracks all outstanding travelers Travel Expense Claims that are beyond ten days and sends out reminder emails to staff ensuring compliance of the travel policy.
• Gather information and provide feedback to procurement on accommodation needs for internal travelers.
• Schedule monthly meetings with the implant team to carryout account reconciliations and to ensure seamless service delivery.
• Facilitate AGRF in travel planning and negotiations of hotel rates and travel services towards the annual summit and oversees group travel processes to ensure that each trip is curated to meet the needs of the travelers.
• Supports and guides country teams and program teams on travel coordination.
• Serves as the Travel Policy focal reference person across AGRA advising on Travel Policy and travel allowances rates as requested.
• Ensure the AGRA Travel Policy is communicated to, and adhered to, by all travelers.
• Guides staff on travel administrative procedures to ensure document completeness.
• Carry out travel-related induction training for new staff and conducts 1:1 travel refresher training for staff as required; and provide advice and guidance to colleagues across the institution to help them plan and coordinate effective itineraries. This will include providing advice on visa applications, routings, travel times etc.
• Increasing awareness about different stakeholders’ responsibilities at AGRA by providing regular training and publishing regular reports, sharing statistics, and providing timely and quality information in line with industry standards.
• Work with relevant units to plan for group events e.g., conferences & symposiums.
• Work with the Protocol and Liaison Officer in managing AGRA high level dignitaries during various fora in ensuring all their travel requests are timely met.
• Reviews and Processes travel authorizations, confirm budgets, get relevant approvals, and prepare travel LPOs’ for verification and signatures.
• Verifies the budget codes and ensure the availability of budget allocation before travel processing and payment.
• Focal coordination for monthly travel planning alongside unit heads and COO’s office
• Responsible for maintaining an up-to-date database tracking the travel movement of staff as an essential communication tool for the coordination of the team and safety.
• Continuously maintained and updated the office filing system both physical and online on shared platforms, safe custody, retrieval, and archiving of documents, and encouraged use of online document collaboration.
• Provide weekly analysis of travel trends, bookings, and compliance reports with travel policy.
• Liaise with the travel agents to provide monthly travel report by 20th of every month.
• Escalate any service hiccups related to ticketing and transfers through an incident report to the line manager within three days of occurrence.
• To lead on the development and design of the ongoing improvement to the travel booking process to identify efficiencies and ensure excellent customer service is always maintained. 

Key Qualifications and Experience required:

• Relevant bachelor’s degree or equivalent in administration, finance, social sciences, or related qualification.
• An IATA Diploma in Travel and Tourism or any equivalent travel-related training is an added advantage.
• Minimum of 5 years working experience in a busy travel desk.
• Experience in an international NGO is desired.
• Experience with collaborating, supervising, and managing travel staff.
• A solid understanding of the travel industry, including familiarity with travel agencies, hotels, and airlines.
• Specialized training in health and safety, transport, and travel management is preferred.
• Approachable and enthusiastic with experience in providing high-quality customer service.
• Possession of knowledge of Food systems transformation and or economic development pillars will be desired.
• Proven travel administration and coordination experience.
• Computer proficiency and familiarity with a range of software applications.
• Demonstrated knowledge of the Oracle Travel module.
• Knowledge of USAID Travel Rates and their application.
• Experience with travel security planning and tracking.
• Experience in Management travel reporting.
• Familiarity with working for non-profit organizations or public enterprises.
• Ability to work and deliver in a fast-paced, multi-cultural organization team.
• Possesses the ability to deal with staff across all organizational levels including high delegate persons.
• Should possess basic to intermediate training in accounting including but not limited to ability to perform reconciliations.
• Proficiency in organizing and coordinating travel arrangements, including booking flights, accommodations, ground transportation, and other necessary travel logistics.
• Demonstrated ability to handle multiple itineraries and prioritize tasks effectively.
• Keeps up to date with industry trends, policies, and best practices.
• Meticulous attention to detail is crucial to ensure accuracy in travel bookings, itineraries, and related documentation.
• Excellent communication skills are essential for interacting with employees, travel service providers, and other stakeholders.
• Ability to effectively convey travel information, assist, and address any travel-related issues or concerns.
• Strong customer service skills are necessary to provide a positive travel experience for employees
• should be responsive, approachable, and helpful in assisting with travel-related queries or challenges.
• Must be familiar with travel management software, online booking tools, and other travel-related technologies.
• Basic financial skills to manage travel budgets, track expenses, and reconcile travel-related invoices.

If you believe you are the right candidate for this position, kindly submit your application attaching your detailed CV (including your e-mail and telephone contacts) to recruit@agra.org. Please quote the job reference number in the subject line of the application e-mail.

Applications must be received on or before 22nd March 2024. Only shortlisted candidates will be contacted.

For more information on the AGRA, visit www.agra.org. 

AGRA is an Equal Opportunity Employer