Fresh Jobs at South African Tourism

KEY OUTPUTS 

• Provide administrative support to the Chief Operations Officer 
• Support cross-functional business teams on ad hoc tasks and projects and align roles and responsibilities as projects arise 
• Plan and prepare business unit meetings, this includes agenda planning and recording of minutes. 
• To monitor follow up action taken after the meetings and maintain a rolling agenda. 
• Co-ordinate logistics for boardroom bookings, video and teleconference bookings, google hangout and skype as required. 
• Provide support to the business unit with document preparation, format and layout of reports and presentations. 
• Create an efficient filing system for the business unit to ensure ease retrieval of information and document by business unit members 
• Organise all aspects of travel for the business unit including hotel accommodation, car hire and visas for international travel. 
• Arrange detailed travel plans and itineraries, compiling all relevant documents. 
• Coordinate the business unit planning process logistics 
• Track business unit performance in line with Business plans 
• Track business unit audit register in conjunction with Corporate Governance 
• Manage the business unit Stakeholder database and monitor engagement plan 
• Develop detailed business unit monthly, quarterly and annual reports as per set standards and requirements, legislation and regulations 
• Prepare and monitor budget by gathering and organizing financial information for the business unit and keep the business unit advised of significant deviations. 
• Prepare and process purchase requisitions on the Oracle system, i.e. invoices, stationery travel requisitions and supplier information. 
• Follow up on the procurement processes and ensure that payments are made within the approved business unit budget. 
• Partner with HR to coordinate Human Capital related functions within respective business unit 
• Develop business unit calendar to coordinate workflow and meetings. 

MINIMUM QUALIFICATIONS AND EXPERIENCE

• Diploma or equivalent qualifications in Business Administration or Office Management 
• 8 - 10 or more years in support and administrative or office management experience. 
• Experience working in an executive office is a prerequisite 

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Key Outputs: 

Develop Human Capital (HC) Strategy, Implement and Monitor the execution of HC strategy

• Develop the overall HR strategy in line with the overall SA Tourism strategy. The strategy to include HC back office (HC services), Organisational Health, Employee relations, Performance Management, Organisational Development, Remuneration and Benefits, Learning and Development; 
• Provide input to the SA Tourism annual business plan and budget from the business unit’s perspective; 
• Develop and implement an annual plan for HC that supports the achievement of the overall SA Tourism objectives. 

Strategy Planning and Execution 

• Provide advice and guidance into the Human Capital (HC) aspect of SA Tourism’s strategic plan and Annual Performance Plan (APP) and ensure translation into the HC business unit’s annual strategic and operational plan; 
• Oversee and manage the development and implementation of business unit operational plans for SA Tourism from a people perspective (e.g. Strategic HC, People Performance, Operational, and Learning and Development Plans); 
• Measure and monitor achievement of strategic objectives of the Business Unit and take corrective actions where required. 

Develop and implement HC policies, services, systems and processes, ensure compliance with legislation 

• Consult with the relevant stakeholders and develop the HC policies to support overall business plans and objectives; 
• Monitor and advise on the compliance with labour legislation (including country offices); 
• Ensure all the HC statutory reporting is done as per the required frequency (WSP/ATR; EE); 
• Regularly review and assess HC policies to ensure alignment with the business and legislative compliance; 
• Monitor effective payroll management and compliance; 
• Optimise and align reward and recognition processes, policies and practices. 

Oversee the processes of people management and development 

• Oversee the development of Talent Management strategy/programme for SA Tourism in terms of recruitment, psychometric assessment, engagement, development and retention of talent; including career development and succession planning; 
• Oversee the development and implementation of a Performance Management framework to inculcate the philosophy of a high-performance culture; 
• Lead the SA Tourism performance management process to create an energised high performance culture; 
• Oversee the recruitment function to ensure that business units are capacitated with suitably qualified and competent employees to facilitate the achievement of strategic and operational objectives; 
• Oversee the development and implementation of a learning and development framework to inculcate the culture of employee development; 
• Oversee the employee relations function to promote positive and effective employment relations practices, and ensure compliance with Labour Relations Act, Basic Conditions of Employment Act and Employment Equity Act requirements.  

Manage HC reporting: Report consistently to the Chief Operations Officer on: 

• Performance against the business and operational plans from the department’s perspective (Business Unit annual performance plan, budget management); 
• Human capital management; 
• Stakeholder management; 
• Provide management reports so that internal and external stakeholders are informed of performance progress and relevant issues of the department; 
• Writing formal reports and/or providing verbal feedback; 
• Conducting presentations and/or workshops to internal and external stakeholders.

Qualifications and Experience 

• A minimum of bachelor’s degree in Human Resources/Industrial Psychology 
• Postgraduate or Master’s Degree in Human Resources/Industrial Psychology/Business Management and relevant professional registration will be an added advantage. 
• 8-10 years in Human Resources or a related field, of which 5 years should be in senior management position. 
• Previous experience in managing an HR Department/Function essential. 

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Key Outputs: 

Coordinate the management of the annual budget 

• Ensure that the budgets are managed according to Finance (Head Office) guidelines and procedures 
• Coordinate and ensure that budgets are revised according to Finance (Head Office) guidelines 
• Submit daily, monthly, and quarterly budget reports to Hub Head and Head Office by deadline 
• Ensure that the West Africa Hub staff follows the SA Tourism supply chain management policy in executing the budget 
• Manage bank account access (including internet access) and sign cheques when relevant 
• Ensure the West Africa/Nigeria office is compliant with all relevant statutory requirements, for example, tax authority, payroll regulations, and handling 

Accounting

• Manage the accounting system which includes capturing transactions in line with applicable accounting standard 
• Processing salaries, staff expense claims, and third-party pay submissions and payments 
• Tax submissions done within guidelines and deadlines set, where applicable. 
• Prepare monthly financial reconciliations for all Balance Sheet accounts including accounts payable and accounts receivable. 

Manage Office Expenditure 

• Ensure that all procurement for the West Africa Hub follows SA Tourism supply chain management policy 
• Ensure that payments to vendors, outsourcers, business partners, etc. are processed 100% accurately and within contractual and regulatory deadlines 
• Ensure that staff salaries are paid 100% correctly, on time and the relevant documentation is processed and sent to Payroll in Head Office 
• Report reasons for variances on monthly, quarterly, and annual budget. 
• Process staff expense claims in line with relevant SA Tourism policies 
• Manage and reconcile petty cash 

Supply Chain, Asset, and Contract Management 

• Ensure that all subscriptions held by the West Africa Hub office are managed 
• Ensure all purchase orders are raised in compliance with the SA Tourism Supply Chain Management policy and report instances of non-compliance 
• Ensure that all demand requirements i.e., procurement plan, demand plan, operational cost & benchmark analysis, etc. prepared and delivered as per business processes 
• Ensure that all assets are procured in compliance with the SA Tourism Supply Chain Management policy 
• Prepare an annual asset inventory report and submit it to the Head: West Africa Hub and Finance Execution Support Manager in the Head Office 
• Conduct an asset count twice each financial year 
• Ensure that all office assets are in good working condition and manage the maintenance where relevant 
• Ensure that the accounting for all assets, including leased assets, is conducted in compliance with applicable accounting standards and SA Tourism capital expenditure policy 
• Ensure that the stock control list of all marketing collateral is updated monthly 
• Handle suppliers in the Region: supplier database, financial queries with suppliers in Nigeria. 

Human Capital Administration 

• Work closely with the Human Capital Regional Business Partner in Head Office to coordinate and facilitate the recruitment of new employees for the West Africa Hub 
• Ensure all employee contracts are signed, exchanged, and filed 
• Manage West Africa Hub staff salary payments, leave applications, ordering of ticket restaurants, mutual payments, performance bonus payments, workers compensation insurance, other employee insurance, etc. 
• Co-ordinate staff exits in compliance with Nigerian labour law and SA Tourism policies 
• Co-ordinate the training of all West Africa staff working with the Human Capital Regional Business Partner in Head Office 
• Co-ordinate the reporting of IT-related problems with the relevant service provider to ensure that the West Africa Hub is fully operational 
• Co-ordinate with the Business Information Systems department in Head Office on the ICT needs of the West Africa Hub and the implementation of SA Tourism technology solutions in the Nigeria office 
• Ensure that the operation, security, and maintenance of the office facilities meet the needs of the West Africa Hub and its employees 
• Ensure that the office facilities meet the Nigerian statutory requirements including environmental, health and safety standards 

Qualifications and Experience 

• A Bachelor’s degree in Accounting/Financial Management or equivalent is essential. 
• At least 4 years’ experience in Accountancy/Financial Management or related field 
• Minimum 2 years’ experience working on Financial System 
• Compliance with policies in line with relevant legislation and regulatory requirements namely PFMA, Treasury Regulations and Frameworks on performance information and strategic plans 
• Relevant legislation and regulatory requirements for Nigeria where the West Africa Hub is operating as well as relevant legislation 
• Language proficiency: English (written and verbal skills)