Global Mobility Associate

ABOUT ALU

ALU provides higher education for a higher purpose. Our students declare missions, not majors.
They develop the real-world skills to take on the world’s most pressing challenges. And they take ownership of their learning from day one through our peer and student-led approach – because ALU believes in the power and agency of young people to start shaping the future right now.
Together with a world-class faculty and staff, our students are igniting a ripple of positive impact across Africa and the world.

HOW WE WORK

As a high-growth start-up, the ALU Team works in starkly different ways to traditional academic bureaucracies. We approach education from first principles, empower individuals to design, test, and implement creative new ideas, and work closely together to craft transformative learning experiences. We are deeply passionate about our students and excited by the challenge of building something entirely new.

The African Leadership University is committed to ensuring the safety and Well-being of all students under our care. As part of this commitment , we have a comprehensive safeguarding policy in place , which outlines our Zero-tolerance approach to any violation of safeguarding.

ABOUT THE ROLE

ALU is seeking a Global Mobility Associate, who plays a key role in supporting staff and faculty with their travel & mobility needs. You'll manage all aspects of travel arrangements, from booking flights and accommodation to coordinating immigration processes.

The Global Mobility Associate is responsible for ensuring the seamless movement of our staff, including visiting faculty and experts, across our global business locations. This role is pivotal in providing comprehensive immigration support and advice to facilitate timely and compliant travel. You will work closely with employees, travel service providers and immigration officials to meet the organisation's mobility needs.

RESPONSIBILITIES

Employee Immigration Services

• Provide relevant, timely and consistent immigration advice to current and prospective staff  and managers travelling to Mauritius .
• Advice on short-term business visitors or visiting academics
• Facilitate the application process for work permits and visas for staff members and guests.
• Monitor the expiry of visas and immigration category changes.  Contact individuals within agreed timeframes to determine the status of their right to work check and contractual situation to ensure compliance. 
• Ensure accurate and up-to-date records for all, immigration documents, permits, letters, etc. This includes tracking employee movements and proactively managing permit renewals.
• Develop and distribute letters of invitation for visiting faculty, staff, and special guests. Consult and advise staff and managers on relevant immigration requirements and procedures

Relocation Services

• Provide  relocation support for Members of Staff relocating to Rwanda and Mauritius.
• Advice and share practical support to international members of  staff and their families moving to Mauritius and Rwanda
• Facilitate welcome calls to new joiners, supporting them through the requisite process for relocation, up to and including successful settlement into Mauritius and Rwanda

Travel Planning and Coordination

• Ensure flights, arrange accommodation, transportation, travel insurance, and other travel arrangements for staff members and guest lecturers are approved within the set policies and guidelines.
• Develop comprehensive travel itineraries and ensure all supporting documents (visas, tickets, etc.) are prepared and distributed to travellers in a timely manner.
• Maintain an up-to-date record of travel bookings and itineraries in the Travel Tracker system.
• Review and approve travel activity and expense reports for accuracy before submission to finance.
• Address and resolve travel-related questions and issues promptly to ensure a positive experience for all travellers.

Budget and Expense Management

• Review and approve travel activity and expense reports for accuracy, completeness, and compliance with company policies.
• Conduct detailed audits on expense claims to identify potential errors, fraud, or abuse.
• Maintain accurate records of all travel and expense data for reporting and compliance purposes.
• Analyse expense data to identify cost trends, budget variances, and areas for cost reduction.
• Prepare and distribute regular expense reports, including summaries, visualisations, and key performance indicators (KPIs).
• Collaborate with finance and accounting teams to ensure seamless integration of expense data into financial systems.
• Stay updated on travel and expense regulations, tax laws, and industry best practices.
• Implement process improvements to enhance efficiency and accuracy of expense reporting.

Compliance and Policy Adherence

• Ensure all travel arrangements comply with company travel policies and procedures.
• Stay informed about travel regulations, health and safety protocols, and visa requirements.
• Maintain confidentiality and observe data protection regulations when handling sensitive personal information.

Emergency Assistance

• Provide assistance to staff members in case of travel disruptions or emergencies.
• Contribute to the development and implementation of contingency plans for unforeseen circumstances.

Vendor Management

• Liaise with travel service platform providers, hotels, and other travel service providers to negotiate the best rates and services.
• Maintain relationships with preferred vendors and ensure their compliance with ALU policies.
• Maintain active dialogue, communication and data updates with travel support system, agents (immigration and travel respectively)

REQUIREMENTS

• Bachelor’s degree in Business Administration, Hospitality Management, or a related field preferred.
• Proven experience in travel coordination or a similar role.
• Strong organisational and time-management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in using travel booking software and Google Enterprise Suite (Docs, Sheets, Slides).
• Ability to handle multiple tasks and work under pressure.
• Attention to detail and accuracy.
• Problem-solving skills and the ability to think critically.
• Experience working in a fast-paced university environment is a plus.

The Ideal Candidate will have the following expertise:

This role requires excellent organisational skills, a keen eye for detail, and the ability to handle multiple tasks simultaneously. You'll also have strong communication and interpersonal skills to effectively collaborate with employees, travel service providers, and immigration officials.

The ideal candidate will be customer focused with a commitment to providing high quality service, and has a strong eye for detail. The candidate will also have the following attributes