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Cape Town

Systems / Database Administrator

Job Purpose:
Administer allocations within the company systems as well as to maintain a complete and usable database for the whole company.

Key responsibilities:
Allocations
• Administer and maintain all supplier allocations for the company in Passion:
• Update allocation information for use in bookings
• Process stop sales – update system and inform agents
• Release allocations in good time
• Control usage of allocations on a daily base
• Shift allocations from agent to agent in liaison with respective contract managers
• Contact providers to increase allocations in case existing allocations run low
• Assist and advise market specialists with allocations queries
• Provide reports to assist reservations and contract managers in making decisions.
• Manage the allocation system in a manner to ensure effective utilisation of allocations and to ensure our constant readiness to satisfy booking requests.
• Train all market specialists on how to use allocations.
• Understand the intricacies of the company’s products i.e. hotel types, transfers, tours etc.
• Demonstrate entrepreneurial skills i.e. understand the concepts cost, sell and profit.
• Continuously provide good service to other departments in the company.

Database
• Load and update the company’s products and services in the database.
• Provide continuous improvement of data quality in the database; ensure that the database is consistent and easy to use.
• Automate data loading and usage where possible.
• Assist the contract managers to organise, handle and transform rates for the database.
• Ensure that client tariff requirements and production deadlines are met.
• Provide support for Passion users in the company.
• Improve on product knowledge to ensure good understanding of the company’s products.

Additional responsibilities:
Demonstrate good communication skills and customer care.
• Be approachable and supportive to staff.
• Establish and maintain a good relationship with customers and suppliers.
• Constantly promote a positive image of the company internally and externally.
• Keep all information obtained from management confidential if not explicitly told otherwise.
• Stay current on events and changes of suppliers/products.

Sundry Areas:
It is expected of all employees to perform not only task mentioned in the job description but also direct allocated or extraordinary tasks that could arise.

Senior Market Specialist / Travel Consultant (2 positions available)

New Position
• Candidates will be based in our German Department, but do not have to be German speaking.
• It will be most helpful, but not essential, if Portuguese is a spoken language.
• Self-starters, who are sales driven and require minimal supervision.
• Experience with FIT (Fully Independent Travellers) and Groups.
• Service orientated, destination specialists.

 

Job Purpose:
To successfully quote profitable tour products for existing as well as new clients.

Key Responsibilities:
Sales
• Secure business and effectively cost products.
• Understand the market and margin control.
• Build up and maintain agent/supplier relationships.
• Source new products.
• Develop own sales strategy to secure more business through existing and new agents.
• Work closely with the team to achieve goals.

Operations
• Quote and design successful, creative itineraries and proposals for all market related ADHOC groups, Tour Series and FIT requests.
• Capture and confirm bookings in our in-house booking system.
• Negotiate with suppliers for better rates, cancellation policies and FOC’s.
• Find new suppliers that offer a good service and better rates.
• Follow up on quotes that have been sent out.
• Successfully run groups/tour series / FIT booking.
• Compile welcome packs itineraries.
• Create co-pilots according to an itinerary.
• Handling the 24hour emergency phone.
• Prepare guide documentation and brief guide before travel date.
• Work closely with tour guides whilst on tour.

Financial
• Instruct debtors to raise an invoice.
• Reconcile supplier invoices for processing.
• Assist debtors clerk with invoicing / collection queries.
• Reconcile tour guide expense sheets on completion of tours/check guide salary invoices.

Additional responsibilities:
• Participate in supplier training and workshops.
• Reduce the transaction turnaround time.
• Demonstrate good communication skills and customer care.
• Stay current on events and changes of suppliers/product.
• Travel on “educationals” and familiarizations trips.

Sundry Areas:
It is expected of all employees to perform not only tasks mentioned in the job description, but also directly allocated or extraordinary tasks that could arise.

Debtors Clerk

Job Purpose :
To perform all relevant duties of debtor accounting procedures and controls.

Key Responsibilities :
• Ensure correct, timely and complete checking of all booking confirmations (target: all bookings received on the day to be checked by the end of the day)
• Received file from the consultant
• Check clients details are loaded correctly (name, room type, number of clients)
• Check that the booking is loaded under the correct agent, that the agents' reference number is in the booking
• Check that the services are loaded correctly (correct supplier, correct date, correct supplier and agent rates)
• If the booking is correct a green sticker is placed on the file the confirmation is signed and the file is returned to the consultant
• If the booking is incorrect a red sticker must go on the file and returned to the consultant with an explanation of the errors in the booking
• Follow up with the consultants or database department if any information loaded into the booking is incorrect
• Post debtor invoices to ledger accounts (target: all bookings for which the agent has credit facilities are invoiced on travel date; pre-payment bookings are invoiced 45 days prior to travel date)
• Double check that all information in the booking is still correct
• Check that the clients' details haven’t changed in the booking
• Double check that the services loaded in the booking are still correct, compared to the confirmation signed off
• Invoice the booking and email the invoice to the agent
• Ensure that the invoice is allocated to the correct branch code
• Check that VAT reflects correctly
• Follow up and resolve queries received from the agent or any internal queries
• Ensure that invoiced value and booking value always match
• Send accurate and complete statements to the agents
• Ensure that all invoices are paid as per the stipulated agent/client payment terms, no overdue balances on the age analysis
• Check data quality in Tourplan and liaise with the Database department
• Ensure that all department deadlines are met
• Organize all financial documents produced and received

Additional duties:
• Establish good working relationships with agents and clients
• Assist the consultants with bookings if required

Namibia

Senior Market Specialist / Travel Consultant (German Speaking)

New Position
• Candidates will be based in our German Department, but do not have to be German-speaking.
• It will be most helpful, but not essential, if Portuguese is a spoken language.
• Self-starters, who are sales driven and require minimal supervision.
• Experience with FIT (Fully Independent Travellers) and Groups.
• Service orientated, destination specialists.

 

Job Purpose:
To successfully quote profitable tour products for existing as well as new clients.

Key Responsibilities:
Sales
• Secure business and effectively cost products.
• Understand the market and margin control.
• Build up and maintain agent/supplier relationships.
• Source new products.
• Develop own sales strategy to secure more business through existing and new agents.
• Work closely with the team to achieve goals.

Operations
• Quote and design successful, creative itineraries and proposals for all market related ADHOC groups, Tour Series and FIT requests.
• Capture and confirm bookings in our in-house booking system.
• Negotiate with suppliers for better rates, cancellation policies and FOC’s.
• Find new suppliers that offer a good service and better rates.
• Follow up on quotes that have been sent out.
• Successfully run groups/tour series / FIT booking.
• Compile welcome packs itineraries.
• Create co-pilots according to an itinerary.
• Handling the 24hour emergency phone.
• Prepare guide documentation and brief guide before travel date.
• Work closely with tour guides whilst on tour.

Financial
• Instruct debtors to raise an invoice.
• Reconcile supplier invoices for processing.
• Assist debtors clerk with invoicing / collection queries.
• Reconcile tour guide expense sheets on completion of tours/check guide salary invoices.

Additional responsibilities:
• Participate in supplier training and workshops.
• Reduce the transaction turnaround time.
• Demonstrate good communication skills and customer care.
• Stay current on events and changes of suppliers/product.
• Travel on “educationals” and familiarizations trips.

Sundry Areas:
It is expected of all employees to perform not only tasks mentioned in the job description, but also directly allocated or extraordinary tasks that could arise.

Financial Manager

Job Purpose:
To establish and maintain all necessary accounting procedures and to lead a team of highly motivated team leaders and accounts personnel.

Overall Task & Responsibilities
The overall tasks and responsibility of the holder of this function is to ensure smooth financial operation including stringent cost control;

Financial Operations
• Ensure that Finance Policy is monitored and applied consistently; as per the Finance Manual and local control guidelines.
• Preparation of financial statements for approval by Executive Management and reporting on OneStream
• Regular review of business performance, and assessment of corrective /pre-emptive action.
• Design of dashboard and reporting tools, including monitoring and reporting on KPI’s
• Budget / Forecast preparation as per the reporting framework.
• Liquidity Management and Planning: Regular Cash forecasting
• Statutory Compliance
• Control accurate accounting of all overhead expenditure including Journal entry review.
• Ensure clear reporting and escalation of critical areas to Executive Management in good time.

Accounting Close & Consolidation
• Establish and maintain timely and meaningful control and reporting on Cost and Accounts Payable situation through analysis of financial vouchers in Tourplan.
• Establish and maintain timely and meaningful control and reporting on Sales and Accounts Receivable situation by reviewing debtors’ balances and ageing analysis.
• Perform monthly VAT reconciliation.
• Check data consistency between sub-ledgers and General Ledger.
• Periodic Close performance in terms of month-end, quarter-end and year-end reporting procedures as per internal deadlines.
• Perform and review monthly reconciliations and reporting on all balance sheet accounts.

AR, AP and Cash Management
• Implement and control procedures to ensure Accounts Payable and Receivable is processed to the standards set out in the respective guidelines
• Ensure all funds are collected in accordance with contract terms and conditions
• Ensure all Payments are allocated on a FIFO basis.
• Ensure all manual credit card payments are processed and managed, preventing any fraudulent transactions
• Monitor AR age analysis and identify and communicate risks as per the Finance manual
• Ensure Supplier payment terms are recorded on database before any payments are made
• Ensure Supplier payments are made in accordance with contracted supplier terms
• Ensure all accounts reconciliations are up to date and managed effectively
• Monitor AP age analysis and identify and communicate risks as per the Finance manual
• Process AP / AR transactions as and when required to ensure timely payment/collection
• Perform daily reconciliation of bank balances

Cost Accounting Management
• Monthly management reports for Executive Management
• Monthly Feedback with Market Managers on Cluster performance
• Regular reporting on margins for all lines of business and all variances to Reporting Events
• Control overhead expenditure against set budgets and prudently allocate resources.
• Ensure data quality is of a high standard and steer Junior Business Analyst to effectively improve data quality.

Finance System Management
• Become a superuser of the local operating system (Passion) and Finance reporting system (OneStream)
• Take the lead on system improvements and potential system migration ensuring accurate reporting set up and implementing changes into the wider team

Taxation planning & management
• Ensure all tax management and controls are in line with legal requirements and optimised for the commercial reality of the business. Continuously review and improve.
• Ensure efficient, accurate and timely tax planning and management.
• VAT, PAYE (EMP201), WCA, Income Tax, bi-annual provisional tax
• Dividend Tax

Treasury - Banking and cash flow management
• Manage the financial strength and cash flow of the company ensuring a positive liquidity and solvency ratio
• Ensure bank charges are negotiated and minimized where possible
• Implement an investment strategy to optimize return on cash flow
• Ensure up to date systems and technology is kept up to date increasing efficiency and reducing risk

Company Risk Management
• Ensure all financial controls are in place and functioning effectively
• Ensure all finance procedure and processes are documented and mapped.
• Ensure banking security and cash management controls are in place and adhered to
• Ensure a system of internal controls over company assets are implemented and maintained
• Foreign trading risk management
• Liquidity management - ensuring expenditure in controlled and in line with budgeted expenditure, taking into account any variation to budgeted revenue
• Ensure the company adheres to all applicable laws and regulations

Other Tasks
• Evaluate quality, effectiveness and efficiency of processes and procedures within the department and between the Finance department and other departments and take corrective action where necessary.
• Ensure compliance with local laws and timely regulatory reporting
• Keep management informed on areas of risk (i.e. fraud, loss of income, loss of profit, loss of system integrity etc).
• Adhoc projects as and when required

Human Resources
• Motivate and support your team and the wider PS Namibia team;
• Be approachable and supportive to your staff with the focus on development and retention. In case of non-performance corrective action to be taken per the HR Guidelines.

Additional responsibilities:
• Improve knowledge about processes within the Finance Department and other departments of the company.
• Increase knowledge about new developments in the Accounting field and in the tourism industry.
• Support the decision-making process of management by giving meaningful input.
• Keep all information obtained from management confidential if not explicitly told otherwise.

Sundry Areas:
It is expected of all employees to perform not only task mentioned in the job description but also direct allocated or extraordinary tasks that could arise.