Assistant lodge administrator

Added on 24.07.2017
Category Logistics/Distribution, Hospitality/Tourism, Customer Service, Administrative, Accounting
Countries Tanzania
Cities Arusha
Level Middle Junior
Contract type Permanent
Main Responsibilities Luxury  safari company is looking for Assistant lodge administrator whose responsibilities include the following


  • Assist with cash and cheque requests from Arusha for petty cash and bank accounts
  • NCAA card issuing, document maintenance, recording in QB, orders and counts
  • Ensure NCAA cards have sufficient funds at all times
  • Bank reconciliations and daily banking
  • Petty cash issuing, document maintenance, recording in QB and daily counts 


Stock control

  • Review of stock variances and reporting thereon
  • Spot checks on stores / bin cards / stock counts
  • Review orders and sign off, sends to Procurement
  • Have knowledge of products, suppliers, prices and current stock
  • Maintain the correct stock levels
  • Adhering to the budgeted expenditure allowance
  • Ensure that stock shortages and acted upon, immediately
  • Establish and maintain par stocks
  • Issuing of stock
  • Recording of all stock movements
  • Update price lists and communicate changes to relevant people                                             
  • Maintaining sufficient stock levels
  • Ensure all purchasing procedures are adhered to as per the BOPS                             
  • Ensure receiving procedures are adhered to as per the BOPS          
  • Ensure issuing procedures are adhered to as per the BOPS                                       
  • Full responsibility of stock takes

 Administration duties

  • Capturing of invoices - local suppliers and procurement (ensuring invoice matched to order and GRS'd)
  • Prepaid park fees and prepaid activities - notifying FOH of upcoming events.
  • Recording headcount stats on a daily basis
  • Updating of fuel records in QuickBooks                                           

General assistance

  • Procurement supplier reconciliation (correct VAT treatment)
  • Front of house review (Extra revenue collection)
  • Expense analysis and weekly feedback to management
  • JHB - correction of balance sheet recons
  • Maintenance of the QB database integrity
  • Training of admin staff
  • Ensure all invoices are accurately recorded in QuickBooks and filed away
  • Petty cash management when required
  • Ensure only authorized petty cash is paid out
  • Ensure petty cash pay-outs are recorded accurately as per the BOPS
  • Ensure stock sheets are updated at all times
  • Ensure bin cards are accurate at all times
  • Weekly recon of usage and variances
  • Ensure compliance with the Lodge Admin BOP in the areas of Front Office, Staff Admin, Petty cash, creditors and bank accounts as well as stock control, procurement and expense allocation
  • Maintain GRS files and do necessary adjustments to stock sheets
  • Check all usage figures
  • Check that any variances are explained by the store man                                          
  • Keep track of staff sick leave etc.
  • Assist with reconciliation of stock variances prepared immediately after month-end stock-take for approval by Lodge Manager


  • Ensure pay roll summary sheet is accurate with all information (incl long service, terminations etc.,
  • Submission of accurate earnings and deductions to JHB in time
  • Distribution of payslips                                           


  • Computer literate with strong Microsoft Excel abilities is a must
  • Advanced knowledge in Excel will be a credit
  • Quick Books or similar accounting package
  • Administration skills
  • Analysis and problem solving
  • Attention to detail
  • Good interpersonal skills
  • Sense of urgency and results orientated
  • Honesty
  • Diligence and self-motivation to meet deadlines and keep on top of your job
  • Willingness/ability to share information and teach and inspire others
  • Teamwork / collaboration
IT Skills
  • Minimum 3 year accounting diploma
  • At least 18 months of experience in Accounts background
  • One year Hotel or Game Lodge experience would be an advantage
If you want to apply for this position you have to be logged in