Travel Support Agent

ABOUT ALU At the African Leadership University (ALU), we're more than just an institution—we're a catalyst for transformation. Our mission is to develop a new generation of ethical and entrepreneurial leaders who will shape Africa's future. Through our innovative curriculum, focus on experiential learning, and vibrant pan-African community, we empower students to become changemakers, problem-solvers, and innovators. At ALU, we're not just teaching; we're nurturing the leaders who will drive Africa's progress and prosperity in the 21st century We are dedicated to fostering an open yet secure environment, balancing the safety of students, staff, and visitors with respect for individual rights, and safeguarding responsibilities. HOW WE WORK 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 AGENTS Agent roles are entry-level positions designed for individuals with relevant experience who can contribute valuable expertise and complete specific, focused tasks. While not traditional internships, these roles provide an opportunity to gain hands-on experience in a structured setting. They are best suited for individuals who are ready to take on responsibilities and deliver results. ABOUT THE ROLE The Travel Support Agent 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. Provide assistance to staff members in case of travel disruptions or emergencies. Compliance and Risk Management Maintain an updated record of the Travel, Relocation and related Policies; ensuring that staff and managers are aware of our ALU policies, and enabling the systems, tools and vendors to deliver against the policies Ensure all travel arrangements comply with company travel policies and procedures. Stay informed about travel & immigration regulations, health and safety protocols, and visa requirements. Maintain confidentiality and observe data protection regulations when handling sensitive personal information. Contribute to the development and implementation of contingency plans for unforeseen circumstances. 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 Location: Mauritius