Operations Support Assistant

Job position

Operations Support Assistant

Job Ref

13873BR

Job Category

Education

Job Profile

Mott MacDonald is a £1.1 billion management, engineering and development consultancy with 16,000 staff and a global reach spanning six continents. Our network of 170 principal offices in 140 countries gives us local market insight backed by world class expertise to deliver excellence for every client.
EQUIP-T is a four-year education programme financed by the Department for International Development (DFID) for the benefit of the Government of Tanzania. EQUIP-T aims to improve education primarily focusing at the council level, working in 36 councils. The focus will be on the integrated development of existing council education systems incorporating school improvement, education governance and management systems. It will aim to develop in these councils an affordable and replicable model for scale-up by government across other councils in Tanzania.
The Operations Support Assistant will provide administrative, logistics, travel and visa service support to the Programme under the direction of the Office 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
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
To send out the technical assistance (TA) and staff movement chart on a weekly basis
provide support to the Programme in facilitating annual reviews, surveys, researches,
To manage the visa application process of non‐Tanzanian technical staff To provide workshop/study tour (etc) support to all technical teams of the Programme – To identify suitable venues and hotels for all Shinyanga workshops and trainings.
Processing bills, requests for payments and refunds for Staff, Consultants and Vendors in coordination with the Finance Manager To provide administrative support to the technical team as well as the senior management team Maintain a database of necessary contacts in all stakeholder establishments as well as embassies and other relevant organisations.

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.

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