Our esteemed client is looking for an experienced and driven Operations Assistant for their tour operating company.
POSITION: Operations Assistant
THE POSITION
REPORTING LINES
Reporting to the Regional Operations Director in JHB
CLIENT AND SUPPLIER RELATIONSHIPS
INTERNAL (Group of Companies)
SVP, DMC – Africa & Europe
Director, DMC – Southern Africa
Operations Director & Manager – Southern Africa
Operations Manager – East Africa
Operations Manager - Namibia
Procurement Divisions – Africa
Finance Division – JHB
Training team - JHB
Reservations – JHB
EXTERNAL (Outside company)
Third Party Suppliers.
Transport and Logistics companies.
Third Party Manufacturers.
Government Departments, i.e., Department of Customs and Excise.
SKILL & PREVIOUS EXPERIENCE
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2 years Operational assistant experience in the hospitality industry
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A strong working knowledge of Microsoft Excel
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Procurement, Logistics, and transportation processes
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Computer literate
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Strong administrative and organizational skills.
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Excellent verbal and written communications skills.
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Excellent attention to detail
MAIN AREAS OF FOCUS:
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Operational assistance to Regional Operations Director
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Operational assistance to the SVP DMC, Africa & Europe
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Operational assistance to the Finance Director.
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Operational assistance to the VP of Expeditions
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Operational assistance to the Director DMC, Southern Africa
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Operational assistance to Operations Managers for Southern and East Africa
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Assistance with booking of flights, developing itineraries and arranging logistics for staff travel
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Assist the JHB procurement and logistics team
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Involvement in Capex procurement including budgeting process
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Internal newsletter creation and distribution twice a month
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Co-ordination of information between the operations in camp and reservations
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Assistance with Guest complaints and feedback when Guest Relations employee on leave/off
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Assistance with ad-hoc projects
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Assistance with ad-hoc admin tasks
This is an office based position, some traveling might be required – often last minute
SKILLS AND COMPETENCIES:
Functional Skills / Competencies
HIGH
INTERMEDIATE
BASIC
Achievement Driver/Strategy
People Management and development
Delegation
Stress Tolerance
Customer Services
Teamwork
Relationship Building
Conflict Management
Research
Attention to Detail
Planning & Organizing
MS Word
MS Excel
E-Mail
Behavioural Competencies (Are the company Values)
As defined in company Values – All HIGH
Pioneering
Trustworthy
Integrity
Courageous
Welcoming
Stylish
OUTPUTS
Operational assistance – company Operations
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General assistance to the operations team
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Updating of agent manuals
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Updating of Compass documents
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General admin i.e. booking of flights, PO’s, invoices etc.
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Capex wish lists and quotes
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New projects – installations, co-ordination, arranging logistics
Operational assistance – company Operations
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General assistance to the SVP, DMC – Africa & Europe and Director, DMC – Sothern Africa and the Finance Director, including but not limited to:
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Managing Travel arrangements and itineraries
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Assisting with hosting arrangements when Global staff travel to JHB/CPT
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Assistance with presentations
Operational Assistance – Expéditions
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Assistance with any company internal projects i.e. Guide project
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Co-ordination of guide exams
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Co-ordination of guide training
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Compiling of reports, data logbooks or any expedition related queries from the VP of Expeditions
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Bi-monthly calls with the VP of Expeditions
Procurement
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General assistance to the procurement team where needed
Other
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Internal Bush newsletter – bi-monthly
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Assistance with guest complaints and feedback when guest relations are on leave/off
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Assistance with ad-hoc projects & tasks within Sanctuary JHB office
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Travel may be required, often last minute
R25K and R30K gross plus 50% contribution to Discovery medical and % contribution to Pension scheme both by the employer and employee.
