Travel and Tours Company Jobs in Kenya

 Our cient is a well renowed travel and tours company based in Kenya with over 60 years experience in the industry.

We are seeking to recruit well-organized, highly motivated and result-oriented individuals for the following positions:

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:

    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

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

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

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

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

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. 

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:

    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:

    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.

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.

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