The Centre for Sustainability Transitions occasionally requires an ad hoc assistant to help with the logistical arrangements for workshops, conferences, and large meetings. Such events are typically for anything between 5 and 40 delegates, and occasionally more. Such engagements will be short term, and possibly not full time – depending on the size and urgency of any specific event being organised. We foresee that we shall have a database of ad hoc assistants as experts whom we may engage for various events, depending on their availability at any specific time. 

The following are the main tasks that we may need assistance with: 

TASKS: 

  • Liaise with project leader on event budget and logistical requirements. 
  • Liaise with delegates regarding preferred travel bookings: flights, car rental, shuttles, accommodation and related. 
  • Liaise with travel agents and venues for bookings. 
  • Assist with delegates’ visa applications. 
  • Book travel, accommodation, venues and related on the SU Financial system 
  • Clear communication with delegates, suppliers & management – written and verbal 
  • Detailed reporting on processing and progress. 
  • Other ad hoc tasks, as required. 

The following experience is required: 

– Stellenbosch University financial system
– Travel quotes
– Travel reservations
– Excellent communication skills: English: written, spoken
– Independent worker
– Disciplined and organised individual
– Accurate and detailed record keeping
– Access to own computer (CST will not be able to supply a computer for the role) – Access to internet

RECOMMENDATIONS: 

– More than 2 years’ experience in travel arrangements
– More than 2 years’ experience on the SU financial system
– Availability at short notice
– Strong relationship building skills
– Able to work remotely/on-line

Please contact Amada October, Office manager at CST if you are interested.
Please send your CV and a cover letter detailing your availability etc.
E-mail: aaoctober@sun.a.za. Use the following subject in the e-mail: Travel assistant – surname. E.g., E-mail’s Subject: Travel assistant – Jacobs