Administration assistant , CRS Tanzania

CRS seeks a qualified Administration Assistant who will be based in Dar es Salaam. The agency provides equal employment opportunity regardless of age, race, gender, religion or disability.
CRS in Tanzania has three offices in the country; Dar e Salaam, Mwanza and Arusha. CRS in Tanzania works in very close collaboration with the Catholic Churches and implements programs through both Churches and secular local partners. The Dar es Salaam Office, amongst other myriad functions, serves as a key hub, and carries out agriculture, health and water programs in Tanzania.

Jo Title:
Administration Assistant
Location
Dar es Salaam – Tanzania

Reports To
Administration & Procurement Manager

Coordinates with 
Dar es Salaam Office based support and program staffs, Procurement Officer and Administrative & Procurement Manager as direct supervisor

Context
Primary Role
The Administration Assistant will work under the direct supervision of Administration and Procurement Manager and will carry out all tasks specified in this job description in an appropriate manner as per CRS and donor’s policies, procedures and requirements. S/he will manage the reception and do travel arrangements and hotel accommodations at the Country Program level.

Responsibilities

Front Office:

1. With respect and courtesy receive visitors and direct them to the related units/departments as appropriate.
2. Coordinate visitors’ appointments to meet CRS support and program staff in Dar es Salaam Office and vice versa.
3. Receive all incoming and outgoing telephone calls and direct them as appropriate and make sure that all outgoing phone calls are registered at the office telephone registration book for billing purposes.
4. Scrutinize and process office telephone bills for necessary payment through finance unit.
5. Monitor the functioning of telephone lines and report breakdowns and faulty lines to the telephone company and keep administration department informed for necessaryaction.
6. Date, stamp and initial all incoming correspondences and ensure that they are routed to the Administration and Procurement Manager for necessary distribution.
7. Maintain the filing system at the reception area and make sure copies of all incoming and outgoing correspondences are filed chronologically.
8. Scan program and support documents as and when requested/needed.
9. Be the point person to send and receive pouches/parcels, make sure pouch lists are reviewed and verified and documents are distributed to the relevant units/departments.
10. In close coordination with procurement officer and finance unit, make sure vendors are informed to collect their checks from the office once they ready for collection.
11. Assist and do necessary arrangements for meetings, trainings, workshops and conferences being organized in the office for both program and support staff as and when needed.

Travel Arrangements, Hotels Accommodation and Office Supplies:

1. Ensure that all office supplies, travel and hotel requests for quotations are clear and complete.
2. Prepare local purchase orders for office supplies, travel and hotel accommodations in accordance with agency procurement policies and procedures. Place urgent requests by telephone, e-mail or fax, and follow up with a written confirmation.
3. Negotiate with service providers and suppliers as necessary and appropriate.
4. Create and maintain continued working relationship with local supplier sales representatives.
5. Receive and review supplier invoices from hotels and the travel agents.
6. Ensure proper filing of all documents for all purchases made for office supplies, travel and hotels valued at US $500 or above.
7. Compile payment requests for all travels, hotels, and office stationeries/suppliers, TTCL and Vodacom bills as and when needed.
8. Perform additional duties as assigned by the Procurement & Administration Manager.

Office Petty Cash Fund:

1. Manage the office petty cash fund; always ensure that actual versus book balances are in agreement;
2. Update and prepare required ledger/s and cash books, cash counts and submit PC liquidations to finance department for further cash replenishments as and when needed.
3. Receive/collect petty cash fund from the bank and make sure that the petty cash fund is kept locked in the office safe.
4. Ensure supporting documents are in order prior making any petty cash payment/s.
Coordination:
5. Interact with CRS staff and visitors in a respective manner based on CRS approved code of conduct.
6. Interact with travel agents, hotel vendors and other service providers visiting CRS office in a professional and appropriate manner.
Confidentiality:
7. Keep all documents and information related to CRS’ program activities, personnel and development plans confidential.
8. Adhere to CRS’ principles of confidentiality in relations to staff, partners, vendors and other. Report to the management potential irregularities or any misbehavior that occurs.

Key Relationships

Internal: 
Support and program staff based in Dar es Salaam Office, Administrative points persons in Mwanza and Arusha Offices and Administration and Procurement Manager as direct supervisor.

External: 
CRS’ visitors and partners plus travel agents, hotel vendors and other service providers.

Knowledge & skills 

• Be a Tanzanian with university degree or diploma in general management, logistics, diploma in business administration or equivalent.
• Minimum of 2-3 years’ experience in administration, procurement, logistics and or office management, preferably with an international NGO.
• Self-starter with ability to operate efficiently and be successful under difficult conditions. Creativity and flexibility are paramount.
• Excellent English and Swahili language skills – both written and verbal.
• Be computer literate, especially in Word Processing, Excel Spreadsheet, Outlook and data base management.

Application submission deadline: 31st December 2013.

Please submit your cover letter and resume to:
Human Resources Officer,
P.O. Box 34701, Catholic Relief Services,
Dar es Salaam.
Email address: tz_hr@global.crs.org