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SOUTH AFRICAN TOURISM


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ADMINISTRATIVE COORDINATOR 
CENTRAL EUROPE 
Fixed-term contract: 12 months 
An exciting trade relations opportunity exists at our Frankfurt Office in Germany, to join our Tourism Execution business unit as a Administrative Coordinator for the hub. This position reports to the Hub Head: Central Europe. We invite applications from individuals who are passionate about promoting South Africa as a Tourism Destination and possess the required skills and experience. 
 
Purpose of the Role 
To provide day-to-day administrative and general support to the Head of Hub. Coordinate all business unit support activities and operations. 
 
Key Performance Areas: 
  • Schedule appointments and maintain an electronic diary for the Hub Head. 
  • Prepare Travel Plans as requested incl. approval process. 
  • Coordinate business travel and accommodation as required. 
  • Plan and prepare timeously the relevant documentation for meetings and arrange venues and refreshments as required and record proceedings of meetings. 
  • Prioritise work received from the Hub Head. 
  • Type correspondence, reports, minutes, presentations, spreadsheets. This involves working on Word, Excel and PowerPoint. 
  • Plan, prepare for and record proceedings of meetings. 
  • Prepare documents and distribute information/documents as requested by the Hub Head in hard copy or electronically e.g. prepare distribution packs for meetings. 
  • Source information as requested. 
  • Stock control of office stationery. Purchase of Stationery and office material. 
  • Perform administrative tasks related to expense claims. 
  • Make photocopies, scan documents, file documents electronically in a logical order. 
  • Maintain an appropriate filing system (manual and computerised) for the business unit. 
  • Ensure all files are readily accessible and retrievable at all times. 
  • Maintain a pending system to diarise documents for future action. 
  • Track and follow up on documents that were sent from the business unit that requires action or approval. 
  • Perform other administrative support functions. 
  • Petty Cash & Prepare Petty Cash Statements 
  • Contract preparation: Send RFQ’s to suppliers, obtain quotes and obtain all relevant documentation needed for new contracts. 
  • Submission of documents to HO for approval process. 
  • Supplier Management 
  • Manage supplier database and forward SPD4 forms and supplier registration forms to new suppliers. 
  • Preparation and control of invoices as received 
  • Participation in trade fairs (ITB) and events 
  • Organization and coordination of the ITB stand (catering) and event in the SA Embassy 
  • Accommodation bookings for the team – Head Office and CE Team – at the ITB 
  • Support HO team with visa invitation letters and organisation. 
  • Proof reading of all marketing texts and social media posts. 
  • Support with all reporting (Monthly, Quarterly, Annual, Closing Reports) 
  • Research as required 
  • Engage with the Corporate Services Head and other business unit heads to provide an advisory business unit coordinator role in the strategic planning processes. 
 
Minimum Qualifications and Experience 
  • Marketing/Tourism or related tertiary qualification will be an advantage 
  • Minimum 2 years marketing experience 
  • Competence with MS Office Applications (Word, Excel< Access, PowerPoint), Internet, Social Media and related IT environment 
  • Language proficiency: German and English. 
 
Knowledge and understanding of: 
  • Performance monitoring, evaluation and reporting frameworks, systems and processes. 
  • Communications and information management legislative requirements. 
  • Administration and document archiving and management practices.




Visit us @ www.southafrica.net

Detailed CV to be sent to : tourismexecution@southafrica.net
 
Closing date: 19 July 2024 
 
Should you have not heard from us Four weeks after the closing date, kindly consider your application unsuccessful. 
 
No late applications will be accepted. 
NB. Only Germany based citizens may apply 
South African Tourism does not offer Work Permit sponsorship

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