Key Job Functions The "Go to Person'' All emergencies in the absence of the field operations Manager. Daily support of Camp / relief managers – ensuring that all is well and handle any issues that they might be facing. Daily Operations and Logistics Vehicle Movement Staff Movement Guide Movement County Government, Conservancy & Maasai Mara National Reserve Act as company representative at any meetings when required. Maintain relationship with relevant wardens, departments relating to security, annual vehicle passes, and County Government licensing requirements. HQ Liaison Stores and Resupply Checking all orders from camps and signing off on a weekly basis. Spot-checking supplies as they go out when in Nairobi. Spot-checking supplies as they arrive in camp – quality, quantities etc. Checking the resupply incident reports and ensuring camps receive credit notes. Checking the misc. (special) orders that have been requested and are sent to the camps Workshop Sign off on behalf of managers on work that needs to be completed on cars. Checking regularly on the work that is being done on camp vehicles. Checking vehicles thoroughly before they are dispatched from one unit to another. Ensure that the workshop procedures are being followed from a camp point of view. HR Wellbeing of all Camp Managers and Camp crew. Checking with the manager and staff committee on any issues, the staff has brought that up, engaging the Field Operations Manager or Regional Operations Director where appropriate and ensuring that all issues are answered in a timely manner. Ensuring all staff have the tools for their job, including uniforms & safety equipment Discussing with the manager any staff issues that might arise and how best to resolve them. Involve the Operations Manager or Regional Operations Director where appropriate. Communication with HR on non-formal lines. Staff contracts Sick leave Salary discrepancies Off and Leave days Annual Travel Allowances for staff. Facilitate the gathering of evidence and information between Camp Managers and HR for all disciplinary procedures for Field Staff and ensure that the required evidence is in place. Standing in for the camp manager in disciplinary hearings to provide the evidence required. Finance and Budgets Checking the bi- monthly reports and identifying the issues and solving as quickly as possible so it does not affect the whole month. Checking monthly financials and identifying issues and solving those issues. Ensuring that camps get all their issues answered by finance on timely basis when closing the financial month. Check imprest and sign off on all the returns. Top up camp imprests on a timely basis. Ensuring all camps have valid licenses. Safety Ensuring all camps have done their risk assessments and are working on correcting issues which do not adhere. Ensuring all safety equipment, first aid kits and emergency communication is serviceable and valid. Ensuring all camps run fire drills at least twice a year Ensuring that all first aiders in camp are up to date. Ensuring all safety policies and procedures are being followed. Marketing and Sales Communication between Sales of any issues that occur in camps. Updating Marketing and Sales on specific issues that occur in camps. Updating Marketing and Sales on any product improvement in camps. Ensure all guest feedback forms and indemnity forms are scanned and placed into drop box to CT on a monthly basis. Ensure all camps are branded in the correct way as per the guidelines from the branding team. Quality and Product Improvement Ensuring all camps are at the level of quality and fulfil their service offerings. Helping the camp managers to come up with product improvements throughout the year using the central 'snag list & project list' Helping Camp Managers with any quality issues they might have. Ensuring all quality issues are added to the camp rolling agenda. Be the gatekeeper for all camps on their camp rolling agendas – ensuring everything is being solved or dealt with on a timely basis. Procedures and Systems Check all the bi-monthly systems produced by camps Check Generator/solar logbooks Check vehicle logbooks and monthly inspection reports Ensure that a weekly update is received from all camps Produce a monthly dashboard in conjunction with your camps. Sustainability Ensuring all camps comply to the sustainability policy Ensuring all issues in operational audits are being worked on, going through with the manager to set their next targets of what to achieve and working towards the next level. Misc. All In Camp Material for Camps Shops – Stock and controls Emergency handbooks Incident Coordinator handbooks In Camp Checks - These checks are to be carried out every time you are in your camps Standards and issues Maintenance checks throughout the camp – R&M Interior décor Kitchen hygiene and food Waiter Service and housekeeping Risk assessment & safety equipment including emergency communication devices Vehicles Generator and/or solar system Stores – bin card spot check and storage of all items Generator/solar logbooks Vehicle logbooks and monthly inspection reports Cleanliness of camp Waste separation and compost pit Going through operational audits and helping set targets for the next achievement. Staff area and hygiene Staff issue with the manager Staff committee with the manager Staff information boards – updated and with all relevant information Governance Structures Teams meetings and comms with all camps Weekly meeting with Field Operations manager either in person or via Teams Key issues Quick brief Operational issues Travel Requirement Travel to each camp for at least three days every month. Relief management as required. Emergency travel when required. Key Requirements: Field based Willing to travel to a Field unit / Nairobi at a moment's notice. Passionate about giving clients a quality but friendly experience in all camps. Interest in systems and procedures Interest in Eco & sustainability. Role model to the field ops team & general population of Asilia (and beyond Skills/Knowledge/Experience: Experience in camp management Good organizational and logistic skills Effective at crisis management and good at making instant decisions Effective at training staff. Good knowledge on the following: HR Logistics/resupply Vehicle maintenance Technical basics on Generators, electrics. Plumbing, sewage Some bush/guide knowledge Financial understanding Local language Menus, food quality and food presentation Key Competencies: Ability to work independently and make decisions Drive and Commitment Proactivity Communication and influence Peoples person Firm but fair nature Open, caring attitude Willing to work long hours when required. A love to travel to the bush Passionate about camps and the bush.
