Key Responsibilities

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  Booking services with suppliers and ensuring accuracy in all reservations and confirmations.
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  Double-checking and triple-checking itinerary details, timings, and logistics to ensure precision.
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  Monitoring payment deadlines for lodges and ensuring timely settlements.
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  Providing suppliers with comprehensive client and tour information to prevent miscommunication.
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  Creating and updating maps of lodges, airstrips, landing strips, national parks, and other key locations.
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  Generating, finalizing, and managing General Movement Orders (GMOs) for operations and logistics.
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  Maintaining and updating internal systems, including Streak and Asana (or another task manager).
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  Tracking and updating lodge, airstrip, and national park information to support accurate planning.
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  Preparing and organizing the clients' gifts schedule, ensuring all special touches are in place.
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  Traveling to partners' and vendors' offices to negotiate deals, strengthen relationships, and find new suppliers.
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  Actively scouting for new partners to secure better deals, improve service quality, and expand the company’s network.

Requirements

We need someone who:

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  Has extreme attention to detail
  – You will be responsible for catching mistakes before they reach the client. Accuracy is not negotiable.
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  Thinks critically and analytically
  – You should always be questioning, verifying, and ensuring that every detail is correct.
• 
  Takes full ownership of their work
  – If something goes wrong, you are the kind of person who takes responsibility and finds a solution.
• 
  Pushes for results
  and doesn’t accept ‘it’s fine’ as an answer – If a booking or request seems difficult, you don’t give up—you find a way to make it happen.
• 
  Is highly proactive
  and always looking for ways to improve processes – You won’t just follow existing systems; you will suggest and implement improvements.
• 
  Is comfortable working under pressure
  and juggling multiple deadlines – This role requires someone with strong time management and prioritization skills.
• 
  Communicates assertively
  – If something doesn’t make sense, you ask for clarity. If an issue arises, you follow up persistently to ensure it is resolved.
• 
  Thrives in a fast-paced, high-expectation environment
  – You are energetic, committed, and take your work seriously.
• 
  Has a business mindset when dealing with partners
  – Always looking for ways to secure better deals and negotiate stronger partnerships.

Schedule & Availability

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  The position offers a somewhat flexible schedule, where coming into the office is not required on Saturdays and Sundays.
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  However, the candidate must be on call and available during off-hours in case of emergencies.
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  The job requires
  frequent travel within Nairobi
  (and occasionally beyond) to meet lodges, suppliers, and service providers.

Language Requirement

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  Fluency in
  Russian
  (both spoken and written) is required.
• 
  Strong communication skills in
  English
  are also necessary for interactions with suppliers and partners.

Additional Requirements

• 
  A
  valid driver’s license
  is required, as the role involves travelling within Nairobi and occasionally beyond.

Qualifications

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  Previous experience in reservations or operations, preferably in the tourism industry.
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  Strong organizational skills and ability to manage multiple tasks and deadlines simultaneously.
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  Proficiency in using Streak, Asana, and Google Workspace (Docs, Sheets).
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  Excellent communication skills to liaise with suppliers effectively, clients, and internal teams.
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  Problem-solving mindset – ability to troubleshoot and resolve challenges quickly.
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  Adaptability – comfortable adjusting to changing circumstances and priorities.
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  Experience in supplier negotiations and securing partnerships is a strong advantage.