About This Role

• To coordinate and the deliver the hospitality and transport management which includes hotel accommodation, domestic and international travels, shuttle services, transportation services, driver management and scheduling as well as vehicle maintenance.
• To guarantee all activities occur in a timeous manner in order to reduce costs and time spent on managing and coordinating these activities.

In This Role You Will:

Accommodation, Travel and Transport Management

• Manage all domestic and international travel arrangements for internal and external customers as well as for contractors, consultants and visitors.
• Oversee protocol services – pick-up scheduling, driver services, shuttle services, vehicle maintenance and scheduling.
• Prepare international flight schedule for distribution to all key stakeholders.
• Coordinate pre-travel vaccinations for all travelers in a timely manner.
• Oversee hotel accommodation bookings for all travelers and ensure complaints and enquiries are properly handled and communicated appropriately.
• Identify, manage and audit partner hotels.
• Provide guidance on Travel, Entertainment and Business Expense Standards on all travel, and negotiate best rate with accredited international travel agents when necessary, to ensure the best rates are achieved for Newmont.
• Ensure maintenance of Newmont’s fleet of vehicles to the standards of safety, cleanliness in alignment with company and legal regulations to promote company’s image, minimise vehicle breakdowns, and maximise passenger safety.
• Lead in the development and implementation of policies, procedures and Standard Operating Procedures (SOP’s) that will promote efficient approach to performing various tasks.
• Report all accidents and incidents, damages and breakdowns, safety and environmental hazards and complaints to the Site Services Manager in a timely manner.
• Oversee the effective management of third-party driver management services to ensure contractor adheres to Newmont’s safety procedures.
• Ensure that pool vehicles are utilised in an effective and efficient manner for travel within and outside the mine sites.
• Liaise with agents and various airlines for booking, cancellation, change of dates, rebooking and reconfirmation of flights.

Information Management and Management Reporting

• Maintain knowledge of and compliance with all company policies, standard operating procedures and other documents that are appropriate to the workplace.
• Ensure monthly fuel usage report is submitted to the Finance department for reallocation.
• Provide Site Services Manager with timely and requisite advice on which booking to confirm in order to save cost.
• Collaborate with supply chain and corporate office in travel agent contract selection process and make recommendations.
• Prepare quarterly team report for Business Review meetings for the Site Services Manager.
• Verify travel invoices for accuracy before approval for payment.
• Handle employees’ complaints in a timely, accurate and courteous fashion.
• Assist in annual budgeting and monthly cost review processes.
• Continuously identify improvement areas.

Office Management

• Manage courier service activities.
• Manage Accra office supplies including stationary, beverage and consumables, and ensure adequate levels of stocks at all times.
• Maintain accurate record keeping at all times.

Invoice Management

• Review all service invoices for authorisation and payment.

Additional Responsibilities:

Staff Supervision

• Manage performance management tracking and appraisal of all direct reports including all third-party contractor employees.
• Ensure that the transportation team provides excellent internal and external customer service.
• Train, evaluate and manage staff development to guarantee that employees receive adequate guidance and resources to perform job responsibilities.
• Supervise drivers’ work performance with a particular focus on adherence to safety and security standards.
• Supervise protocol services to ensure that guests are picked to and from the Airport to their respective destinations and ensure that missing luggage’s are retrieved from the airport promptly per client’s demands.

Claims and Investigations

• Conduct periodic inspections of Newmont fleet of vehicles to ensure that company policies and procedures are adhered to.
• Investigate motor vehicle accidents, negotiate settlements, collect damages, and authorise repairs to Newmont Ghana fleet of vehicles.
• Lodge insurance claims in the event of motor vehicle accidents.

Your Training, Skills & Experience Checklist:

Formal Qualification (including Professional Registrations):

• First degree in Business Administration, Hospitality, Transport and Logistics or equivalent.

Additional Knowledge:

• Knowledge of travel and transport services and industries.

Experience:

• Minimum of 5 years’ working experience in support services operation in a large organisation or in the hospitality industry.
• Strong experience in office management, travels and logistics in a large organisation.

Technical Skills:

• Advance administrative and accounting skills.
• Advance analytical and problem-solving skills.
• Advance communication (written and verbal) and interpersonal skills.
• Advance computer literacy skills – MS Office (Word, Excel, PowerPoint and Outlook) and Visio.
• Advance planning, organising and prioritising skills.
• Presentation skills.
• Coaching and mentoring skills.
• Leadership skills.
• Service and relationship management skills.

Behavioural Attributes:

• Respect.
• Reliable.
• Takes initiative.
• Results driven.
• Proactive.
• Attention to detail.
• Accuracy.
• Customer focused.
• Safety conscious.
• Influential.

Working Conditions

• Extended and overtime hours are expected.
• This position is on call to respond to travel emergencies.