Operations Support Assistant

Job Ref

17103BR

Job Category

Education, International Development

Job Profile

The DFID-funded Education Quality Improvement Programme in Tanzania (EQUIP-T) aims to support 36 districts in their efforts to produce a better quality of primary education for more than two million children in over 3700 primary schools.

The Operations Support Assistant will provide administrative and logistical support to the Technical Team and the Programme

Job Description

Responsible for:

• Providing all necessary support for managing consultant’s visits including travel arrangements, accommodation, subsistence and arranging meet and greet services within Tanzania.
• Making logistic arrangements for Programme staff including booking tickets and transport arrangements for official trips; liaising with the other staff 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
• Providing 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.
• Providing 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
• Identifying suitable venues and hotels for all workshops and trainings.
• 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.
• Providing 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.
• Maintaining a database of necessary contacts in all stakeholder establishments as well as embassies and other relevant organisations.
• Ensuring that the contact database is updated regularly and the information is readily accessible to all relevant parties.
• Administration of M-PESA payments in the region
• Maintaining electronic and paper files, documents and letters in an accessible manner.
• Provide other necessary support to the administrative team.

Candidate Specification

Essential competencies/skills

• Be educated to degree level or equivalent (desirable)
• Hold a relevant qualification in administration/office skills or IT
• Previous experience of providing administrative and financial support to a programme team
• Have worked within a multi-disciplinary team (desirable)
• Be able to work under pressure with good problem solving skills
• Be IT literate with good communication and organisation skills.
• Be able to prioritise with good attention to detail.
• Be pro-active in dealing with issues related to the running a busy development programme office.

https://www.mottmac.com/job/7272/operations-support-assistant