Administrative Coordinator at South African Tourism

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.