Operations Support Assistant

Job Position	Operations Support Assistant
Job Ref	11829BR
Job Category	Education
Job Profile	The DFID-funded Education Quality Improvement Programme in Tanzania (EQUIP-T) aims to support 25 districts in their efforts to produce a better quality of primary education for more than one million children in over 2,000 primary schools. The Operations Support Assistant will provide administrative, logistics, travel and visa service support to the Programme under the direction of the Operations Manager. The Operations Support Assistant will receive an induction to ensure that s/he is fully conversant with Cambridge Education (CE) systems and procedures.
Job Description	To provide all necessary support for managing consultant’s visits including travel arrangements, accommodation, subsistence and arranging meet and greet services within Tanzania. • Responsible for making logistic arrangements for Programme staff including booking tickets and transport arrangements for official trips; liaising with the Regional Administrators to ensure that suitable accommodation and arrangements are in place at a regional level. Ensuring that all travel arrangements are as defined by the Security Guidelines of the Programme. • To send out the technical assistance (TA) and staff movement chart on a weekly basis as well as update the TA chart board regularly. • To provide support to the Programme in facilitating annual reviews, surveys, researches, etc, by making logistical and administrative arrangements including travels arrangements, support in drawing up schedules and itineraries for activities, making and confirming meeting arrangements. • To manage the visa application process of non‐Tanzanian technical staff, maintaining relevant contacts and leasing with appropriate offices related to the visa application; to manage the visa application of Tanzanian staff for official purposes; and to ensure that all visa related issues are dealt with in a timely and efficient manner. • To provide workshop/study tour (etc) support to all technical teams of the Programme – including making relevant appointments for meetings, supporting in drawing up agendas and ensuring that all logistical requirements (i.e. travel arrangements, accommodation, meeting venues and relevant materials and equipments) are available to the relevant participants. • To identify suitable venues and hotels for all workshops and trainings. • Support in managing the Guest house including purchasing food items and supply for the house; responsible for making guest house bookings for guests and updating security information. Responsible for filing and maintaining the electronic and hard copies of the ‘bills register’ as well as making of payments to relevant hotels. • Processing bills, requests for payments and refunds for Staff, Consultants and Vendors in coordination with the Finance Manager. Also keeping financial records and documentation of relevant departmental transactions. • To provide administrative support to the technical team as well as the senior management team by managing their calendar, arranging relevant meetings, managing their travel arrangement, managing their mailing system as well as performing other basic administrative functions for them. • Maintain a database of necessary contacts in all stakeholder establishments as well as embassies and other relevant organisations. Also responsible for ensuring that the contact database is updated regularly and the information is readily accessible to all relevant parties. • Maintaining electronic and paper files, documents and letters in an accessible manner. • Provide other necessary support to the administrative team. Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and the line manager.
Candidate Specification	Essential competencies/skills • Excellent organisational skills. • Proven communication skills. • Knowledge of the Tanzanian immigration Service as well as previous experience in visa facilitation. • Good IT skills and confidence/proficiency in all Microsoft packages. • Attention to detail and accuracy. • Ability to work under pressure and solve problems whilst retaining the support of colleagues and technical specialists alike. • Pro‐active approach to dealing with facilities related issues as well as logistical requirements of running a busy development programme office. • Excellent time management skills and the ability to multi task as required by the position. • Willingness to be flexible and prepared to contribute to the company in other duties as required. Required academic/professional qualifications, training and experience • Educated to degree level (at the minimum). • Relevant professional qualification in administration/office skills/ICT. • Previous experience in providing administrative or office support to a programme team. • Previous experience of working within a multi‐national team highly desirable. APPLY