Job Description

BIOVAC is one of the leading sterile vaccine manufacturers rooted in Africa, with our core purpose being to "protect life". We are looking to hire a dynamic, passionate, confident, proactive and meticulous Travel Coordinator to join a goal-oriented team

QUALIFICATIONS NEEDED:

• Required: Diploma/Degree in Business Administration, Customer Experience and/ or Travel Management
• Preferred: Recognition is given to Prior Learning and practical experience.

Experience needed to deliver the role seamlessly:

• Required: 3–5 years' corporate travel coordination experience within corporate or agency environment
• Preferred: n/a

KEY DUTIES & RESPONSIBILITIES OF THE ROLE:

Core Technical Delivery:

• Travel Operations Management
• Coordinate all domestic and international travel (flights, accommodation, car hire, transfers, insurance) through the company's travel agency
• Coordinate carefully and prioritise complex and urgent travel requests to ensure policy, budget and traveller experience is achieved timeously and according to plan.
• Ensure accurate itinerary creation and distribution.
• Provide pre-travel advisory support.
• As the conduit between the agency and the company's travel policies, act as first point of contact for travel agency related queries and issues, and handle staff queries where agency is unable to lead this.

SAP Concur System Ownership

• Coordinates automation through SAP Concur
• Act as system administrator/superuser for the corporate travel booking system.
• Maintain user profiles, approval workflows, and booking rules.
• Support system adoption and correct usage across the organisation.
• Troubleshoot booking issues and liaise with system providers and the TMC.
• Ensure the system reflects approved travel policies and processes.

Training & Change Management

• Deliver SAP Concur training across the organisation.
• Develop SOPs, user guides, and training materials.
• Support behavioural change toward self-service booking.

Policy Compliance & Governance

• Enforce adherence to Biovac travel policy.
• Ensure all travel is approved prior to booking.
• Monitor and report on policy deviations and exceptions.
• Work with Finance and HC on policy queries and approved exceptions.
• Align travel spend with approved budgets.

Vendor & Stakeholder Management

• Manage relationships with travel suppliers.
• Conduct monthly service review meetings.
• Monitor SLA performance and cost efficiencies and escalate non-conformances to Office Support Services Manager.

Visa & Travel Documentation

• Coordinate visa applications and requirements with travellers and service providers
• Liaise with embassies and third-party providers.
• Ensure compliance with international travel regulations.

Financial & Administrative Management

• Process travel invoices and requisitions in line with procurement policies.
• Submit subsistence claims.
• Monitor travel expenditure and cost allocations to remain within budget and escalate variances to Office Support Services Manager.

Data Analytics & Reporting

• Maintain travel databases and reporting dashboards and submit management reporting to Office Support Services Manager
• Analyse trends, cost drivers, and compliance metrics and provide recommendations to improve metrics and traveller experience within policy and budget
• Produce monthly reports and graphical insights.

Continuous Improvement

• Identify and implement process improvements.
• Drive automation and efficiency initiatives.
• Enhance traveller experience and service delivery.

Communication & Engagement

• Distribute travel communications, surveys, and newsletters.
• Provide responsive support to travellers.

Records & Compliance

• Maintain accurate travel records and documentation.
• Ensure audit and regulatory compliance.

Technical Competencies required to perform this aspect of the role:

• Process development
• SAP Concur system experience
• Cost savings vs budget
• Policy compliance rate
• System adoption rate
• Customer experience management to ensure smooth and optimal traveller experience
• Vendor SLA performance
• Reporting accuracy and anomaly escalation
• Personal travel experience and strong working knowledge of travel across local, continental and global geographies

Soft Skills

• Strong communication and stakeholder management skill
• Customer-centric mindset
• Excellent organisational ability with strong attention to detail
• Ability to prioritise effectively and perform under pressure
• Proactive problem-solving skills
• Adaptability and resilience in a dynamic environment
• Collaborative team player
• High levels of integrity, accountability, and professionalism

Application Deadline: 9 April 2026

If you do not receive a response from us within three weeks of submitting your application, please understand that your application was not successful.

We believe in the magic of diversity within teams and to achieve this, we do apply Employment Equity principles during our selection process where this is necessary to achieve such diversity.

Disclaimer:

Dear Applicant, we appreciate your interest in joining our organization. It is imperative for us that you understand how we handle your information. We are committed to ensuring the security and confidentiality of the information you provide. Your personal details will be collected for the sole purpose of the application process and will be used strictly for that purpose. By applying, you acknowledge and consent to the collection, use, and protection of your personal information in accordance with our privacy policy. If you have any inquiries or concerns, our Human Capital department is available to provide clarification. We look forward to reviewing your application.''