Short Term Consultancy

3 months ago

Johannesburg North, South Africa Graca Machel Trust Full time

Responsibilities/Terms of Reference
- Develop a comprehensive 20-day itinerary for International visitors to Johannesburg, South Africa and Vilanculos, Mozambique:

- Conduct research to identify the most popular attractions in Johannesburg and Vilanculos.
- Identify local tour operators and event organizers to collaborate with and gather information about their services and prices.
- Evaluate and compare different options for accommodation, transportation, and dining to determine the best fit for the itinerary.
- Use the gathered information to create a detailed 15-day itinerary that includes all necessary arrangements, such as transportation, accommodations, activities, and meals.
- Produce operational future planning and post-event debrief documents analyzing and putting into action any improvements
- Produce in depth local cultural, travel excursion and experience documentation for guests
- Ensure that the itinerary meets the clients' preferences, expectations, and budget.
- Research and identify the best local tour operators and event organizers to collaborate with:

- Conduct extensive research on local tour operators and event organizers to identify the most reliable and reputable ones.
- Develop relationships with the vendors to ensure that their services meet the clients' expectations.
- Review vendors' credentials and verify their insurance coverage to ensure that they meet the clients' safety standards.
- Negotiate pricing and agreements with vendors to ensure that their services fit within the clients' budget.
- Liaise with local authorities, including transportation authorities, hotels, and other accommodation providers, to ensure that all necessary arrangements are made:

- Communicate regularly with local authorities to ensure that all necessary permits and licenses are obtained for the itinerary's activities.
- Work with hotels and other accommodation providers to ensure that they meet the clients' expectations for comfort, safety, and amenities.
- Coordinate transportation arrangements, including flights, car rentals, and private transportation to ensure that clients can travel efficiently between destinations. Provide support to clients during their stay in South Africa:

- Be available to clients 24/7 to address any issues or concerns that arise.
- Assist clients with travel arrangements, including flight changes, emergency transportation, or medical emergencies.
- Provide recommendations for restaurants, attractions, and other local activities that align with clients' preferences.
- Manage the budget for the itinerary:

- Develop a budget for the itinerary and ensure that expenses are kept within the allocated budget.
- Track expenses and provide regular progress reports to the project manager and stakeholders.
- Evaluate expenses and identify areas for cost savings without compromising on the quality of services provided.
- Act as a liaison between clients, vendors, and local authorities:

- Communicate regularly with clients, vendors, and local authorities to ensure that all parties are informed about the itinerary's progress.
- Organizing end to end travel experience - from itineraries, location, venue, catering, décor, entertainment, transportation, sound/video equipment, attendee lists, staffing requirements and being on site to manage the entire event
- Production of pre-trip marketing materials and post trip report
- Ensure that all stakeholders are aware of changes to the itinerary, such as schedule changes or cancellations.
- Address any issues or concerns raised by clients, vendors, or local authorities in a timely and professional manner.
- Coordinate with the marketing team to develop promotional materials:

- Work with the marketing team to develop promotional materials, such as brochures or social media posts, that effectively market the itinerary to potential clients.
- Ensure that the itinerary is marketed in a way that aligns with clients' preferences and budget.
- Work across time zones to ensure that communication and coordination with stakeholders in different locations are efficient and effective:

- Be available to communicate with stakeholders across different time zones to ensure that all parties are informed and coordinated.
- Adjust work hours to accommodate stakeholder schedules and work across time zones to ensure that deadlines are met.
- Be able to communicate in Portuguese effectively with local vendors or clients, if necessary.
- Assist clients who speak Portuguese with translation or communication with local vendors.

**Qualifications**:

- Proven experience as a travel agent and event planner in South Africa and/or Mozambique, with a minimum of 5 years of experience.
- Excellent knowledge of the tourism industry in South Africa, particularly in Johannesburg and Vilanculos.
- The confidence, skills & professionalism to engage with high-net-worth clients and high-pressure situations in challenging locations.
- Strong organizational and project management

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