Our cient is a well renowed travel and tours company based in
Kenya with over 60 years experience in the industry.
1. Personal Assistant to the MD
Ref No: PA/CW/01/2013
Job Purpose:
To provide an efficient and responsive administrative, organisational,
and logistical service to the MD. Helping to manage and prioritise the
MD's time.
You will be responsible for providing full secretarial
assistance to the management team during absences to ensure a high level of
service is maintained.
This position will be of key importance within the organisation
and the job holder must have previous secretarial and administrative experience
within a fast-paced customer facing environment.
The Job holder must also be able to demonstrate the ability to effectively
plan and organise your workload and the initiative to resolve issues quickly in
an appropriate manner.
Key Tasks & Responsibilities:
Key Tasks & Responsibilities:
- To
effectively manage the MD’s diary by prioritizing meetings and
appointments to fit in with organizational priorities
- Ensuring
regular activities are diarized and busy diary commitments, papers and
transport arrangements are managed effectively including producing a daily
folder with diary, necessary papers etc. and troubleshooting problems.
- Conduct
weekly diary meetings with the MD to discuss upcoming engagements,
invitations and other requests.
- Arranging
required meetings, coordinating attendees, room bookings and refreshments
- Preparing
and circulating agendas and papers in advance of meetings
- Minute
taking, distributing minutes of meetings and following up actions
identified at meetings
- Ensure
the MD is fully briefed on, or prepared for, any engagements the MD is
involved in
- Dealing
with correspondence, writing letters, emails and daily management of
outgoing mail. Prepare correspondence on behalf of the MD, including the
drafting of general replies.
- Ensuring
prompt and effective communication between company departments and the
Managing Director.
- Updating
the contacts database with relevant contacts from the Travel industry,
marketing activities and client meetings.
- Dealing
with referrals, contracts and procurement in the absence of the MD keeping
her informed and updated at all times. Researching, requesting and
collating information on behalf of the MD.
- Anticipate
and identify potential problems in relation to issues arising,
particularly when priorities can change at very short notice. Use own
initiative to undertake action to minimise disruption to the scheduled
workload.
- Maintain
the meeting room and boardroom diary, ensuring the meeting room and board
rooms are well stocked and prepared for occupancy.
- Devising
and maintaining office systems, including data management and filing. Keep
and maintain an accurate record of papers and electronic correspondence on
behalf of the MD.
- Arranging
and booking travel and accommodation, managing visa and documentation and
ensuring transfers arranged for the MD (and family) for her travel.
Arranging social events as and when required.
- Respond
to job application emails as much as possible, dealing with appointments,
requiring Bio or photos etc
- Filter
general information, queries, phone calls and invitations to the MD by
redirecting or taking forward such contact as appropriate.
- To
provide a high level of customer services to internal and external
contacts, Ensure guests meeting with the MD are well taken care of.
- To
attend supervision, training and meetings as and when required. You may be
required to perform other ad-hoc tasks for the organisation that may be deemed
necessary.
- Providing
administrative and accounting support to for financial and procurement requirements
e.g. expenses, ordering stationary etc
- Supporting
the Transport Department with management of transfer vouchers and
assisting with Invoicing.
- Supporting
the Sales and Markeing Team in their preparations and submissions for
RFPs. Specifically around printing and formatting documents and helping
with ad hoc requests
Required Qualifications & Experience:
- Educated
to degree level (A' level education considered)
- A
minimum of four years experience as a PA/Secretary
- Computer
Literate (MS Office, Excel, PowerPoint)
- Experience
of diary management/researching and booking of travel and accommodation
(essential).
- Experience
of successfully working with senior management (essential)
2. Sales & Marketing Manager
Ref No. SM/CW/01/2013
Job Purpose:
The position reports to the Managing Director. The purpose of the role is to plan and implement sales and marketing activities in order to meet company targets for retention growth and profitability, and to contribute to the executive management of the company.
The successful candidate will be someone with a genuine desire
to join a dynamic, focused and highly motivated business development team,
charged with increasing market share to contribute to the growth of the
company.
Key Tasks & Responsibilities:
I. Strategic Marketing, Planning and Research
I. Strategic Marketing, Planning and Research
Develops an annual marketing plan in conjunction with Senior Management and the sales department. This should detail the year’s activity to meet agreed company objectives.
Directs department(s) to achieve objectives established in the Company’s Strategic and Marketing Plan.
Coordinates sales operations with all other departments/divisions of the Company.
Meets marketing and sales financial objectives by forecasting requirements; preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
Determines annual and gross-profit plans by forecasting and developing annual sales quotas for regions; projecting expected sales volume and profit for existing and new products; analyzing trends and results; establishing pricing strategies; recommending selling prices; monitoring costs, competition, supply, and demand.
Seeks out and targets new customers and new sales opportunities, initiates action plan to approach and secure new business for the Company.
Identifies marketing opportunities by identifying consumer
requirements; defining market, competitor's share, and competitor's strengths
and weaknesses; forecasting projected business; establishing targeted market
share.
II. Product Development and Promotion, Tender Management
II. Product Development and Promotion, Tender Management
Improves product marketability and profitability by researching, identifying, and capitalizing on market opportunities; improving product packaging; coordinating new product development.
Contribute to the design, production and effective delivery of high quality sales presentations and proposals to prospective customers in accordance with agreed guidelines.
Produce and distribute introductory letters accompanied by approved point of sale material and to follow up such letters with the aim of securing an appointment / sales visit.
Ensure all appointments and proposals illustrate the organization in a highly professional yet competitive light with the end goal of securing the prospective business within an agreed pricing range.
Be responsible for updating and amending increasing the customer database and ensure that the organization is included on the tender list of each major potential client within the territory.
Provide information and advice on the submission of proposals
and assist/attend with the production and presentation of major tenders,
whether or not directly involved.
Liaise with designated Programme Management for the implementation and hand-over plan of “new” sold business.
Monitor and manage all territory periodic reports.
Evaluate the local markets within the territory on a current and future basis analyzing competitive information and strategies.
III. Customer Relationship Management
Liaise with designated Programme Management for the implementation and hand-over plan of “new” sold business.
Monitor and manage all territory periodic reports.
Evaluate the local markets within the territory on a current and future basis analyzing competitive information and strategies.
III. Customer Relationship Management
Develops and/or maintains and improves business relations with all customers of the Company.
Sustains rapport with key accounts by making periodic visits; exploring specific needs; anticipating new opportunities.
Senior responsibility for all Trade Accounts Receivables. Monitors A/R aging on a proactive basis with his personnel, coordinates with Credit Manager and Accounts Receivable Manager/Controller.
Ensure that the CRM is kept up to date and reflects all sales activities undertaken and planned.
IV. Team Management
Maintain a favorable working relationship with all other company employees, to foster and promote a co-operative and harmonious working climate which will be conducive to maximum personnel morale, productivity and efficiency/ effectiveness.
Establishes performance goals for all sales department employees, and monitors performance on a continual basis
Maintain professional internal and external relationships that meet company core values.
V. General
Project at all times a favorable image of the organization; to promote its aims and objectives to foster and enhance public recognition and acceptance in each of its areas and endeavors.
To build trust, value others, communicate effectively, drive execution, foster innovation, focus on delivery to customers, collaborate with others, solve problems creatively and demonstrate high integrity.
Demonstrate technical marketing skills and company product knowledge.
Accomplishes marketing and organization mission by completing related results as needed.
Provides information by collecting, analyzing, and summarizing data and trends.
Protects organization's value by keeping information confidential.
Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
Summary of Required Qualifications & Experience:
Technical Skills - Strong presentation skills required, Ability to present in public and to Senior Management
Technical Skills - Strong presentation skills required, Ability to present in public and to Senior Management
Computer Knowledge - IT Skills Excellent Word, Excel,
PowerPoint
Education - Marketing bachelor degree, CIM qualification an MBA
is an advantage
Previous travel management experience and Proven experience in
GDS mangement.
3. Events & Meetings Coordinator
3. Events & Meetings Coordinator
Ref No. EMC/CW/01/201
The role will include managing and supporting customer’s corporate events, including logistics and on site assistance at internal events, training and international congresses and seminars.
The role will include managing and supporting customer’s corporate events, including logistics and on site assistance at internal events, training and international congresses and seminars.
You will have responsibility for running events from initial enquiry,
through every stage of the event to attendance onsite.
The majority of the events will be corporate seminars and
conferences , however there will be other functions such as product launches,
private social and incentive events.
Typical duties will include:
Typical duties will include:
- Managing
enquiries and having face to face meetings with clients to discuss their
requirements
- Managing
the Events planner and calendar of events
- Working
closely with the Business Development Manager to market the function areas
and maximise every possible opportunity
- Planning
every aspect of events including budgets, all logistics and communicating
costings to clients
- Managing
and coordinating logistics of the event onsite and coordinating with
suppliers and vendors to ensure seamless logistics.
- Managing
the staff on the day to ensure the event runs to perfection
- Ensure
every element of the event runs to the clients' requirements and
exceptional service standards are maintained
- Post
event evaluation, analysis of the event and communicating with clients to
ensure expectations were met
This is an excellent but also vital and very responsible role
for our business. We are looking for someone who has the experience to be
effective in this role immediately.
You will demonstrate strong events based experience, ideally
with a corporate focus and will be looking to join an organisation where
you can really contribute your ideas and ways of working to add to the
company's continued growth and success.
In addition you will have the following qualities:
In addition you will have the following qualities:
- Excellent
communication and presentation skills
- Be
positive, professional and personable in your approach, immediately
welcoming clients from initial contact
- Excellent
administration skills to effectively manage the associated paperwork
- Managerial
or supervisory experience, to run the event and staff on the day of the
event
- Excellent
ability to meet constant deadlines and work within budget.
4. Receptionist
Ref No. RC/CW/01/2013
Serves visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; maintains security and telecommunications system.
Serves visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; maintains security and telecommunications system.
Job Duties:
- Welcomes
visitors by greeting them, in person or on the telephone; answering or
referring inquiries.
- Directs
visitors by maintaining employee and department directories; giving
instructions.
- Maintains
telecommunication system / switchboard.
- Maintains
safe and clean reception area by complying with procedures, rules, and
regulations.
- Maintains
continuity among work teams by documenting and communicating actions,
irregularities, and continuing needs.
- Contributes
to team effort by accomplishing related results as needed.
Skills/Qualifications: Telephone Skills, Verbal Communication, Microsoft Office
Skills, Listening, Professionalism, Customer Focus, Organization, Informing
Others, Handles Pressure, Phone Skills, Supply Management
How to Apply:
Please complete the application form and submit your application by including the relevant reference no. in the subject heading to the email: recruitment@peoplefitafrica.com.
How to Apply:
Please complete the application form and submit your application by including the relevant reference no. in the subject heading to the email: recruitment@peoplefitafrica.com.
Closing date for all applications is Sunday 6th January 2013 due
to the urgency in filling up the positions, shortlisted candidates may be
contacted prior to the closing date.
Please note that only shortlisted candidates will be contacted
Please note that only shortlisted candidates will be contacted