Administrative Assistant, Tanzania

Administrative Assistant, Tanzania

Location: Tanzania

Reports to: Administrative Officer

Contract duration: 12 months (with possible extension)            

Application instructions: 

Candidates should send their CV and a cover letter (PDF or Microsoft Word format) which outlines their experience and suitability for the role in English by email to: tzrecruitment@tz.bbcmediaaction.org with the title of the position applied for in the subject line before 5pm on Friday 20 February 2015.  Please do not send certificates or other attachments.

Applicants with no separate cover letter will not be considered.  These are local posts applicable to people who have the legal right to live and work in Tanzania and national terms and conditions will apply. Only shortlisted candidates will be notified.

Application deadline:  Friday 20 February 2015 by 5pm

Job purpose:

The Administrative Assistant is a key member of the Operations Team at BBC Media Action in Tanzania. S/he is responsible for supporting all aspects of office administration for the Dar es Salaam office in Tanzania, in particular logistics and assets management. S/he works across all projects implemented in the office and supports both international and local travel arrangements.

Main Duties:  

Logistics

• Make accommodation and transport bookings and up-country housing rental agreements for visitors, project staff and training participants;
• Arrange and coordinate the use of office vehicles and/or taxis for town errands and for staff or visitors’ airport pick-up and drop-off, including managing the Country Director’s travel diary;
• Support the Administrative Officer in the efficient management and allocation of office vehicles for up-country project, research and production activities;
• Assist the Administrative Officer in getting quotations on procurements such as up-country hotels, conference facilities and car hire;
• Work closely with the Project Assistants and Production Coordinator making arrangements for workshops and training events;
• Ensure that staff follow proper safety protocols when travelling up-country including filing accurate, complete and timely Risk Assessments;

Asset and supplies management

• Assist with storing and tracking office equipment (such as mobile phones, computers, modems and projectors) that is allocated to staff and/or visitors;
• Ensure that an accurate stationery/consumables record is maintained, that it is sent to the Operations Manager monthly, and that office supplies (including drinking water) are replenished in a timely and efficient manner;

General office administration

• Ensure that electricity, telephone, water, internet and security bills are paid by the 15th of each month;
• Act as the initial focal point of all visitors coming to the Dar es Salaam office;
• Make and receive official phone calls and direct them accordingly;
• Support the Administrative Officer in maintaining the central administration filing system;
• Update staff ‘Whereabouts Sheet’ and share it with relevant staff on a weekly basis;
• Update the staff communications files (airtime and modem top-up) by the 19th of each month;
• Receive, disseminate, send and file all paper-based correspondence coming in and out of the office;
• Invite attendants, collect agendas, and take and share minutes of Office Meetings;
• Occasional secretarial duties including photocopying and minute-taking;
• And any other related duties as requested by the Administrative Officer.

Required knowledge, skills and experience:

• Proven experience in managing logistics and administrative functions;
• Fluency in English and Swahili;
• Proven excellent interpersonal skills to establish effective working relationships with all staff within the Media Action and key stakeholders externally;
• Able to communicate effectively at all levels within the organisation, including relevant staff working for the BBC in the UK.
• Excellent IT skills with experience of operating computer-based financial management systems.  Competent to advanced level in Microsoft Excel.
• Willingness and ability to take the initiative not only in identifying problems but also in suggesting and implementing solutions.
• An eye for detail and a concern for accuracy, together with the ability to keep sight of the broad picture.

Key competencies:

The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.

• Planning and Organisation – Is able to think ahead in order to establish an efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.
• Resilience – Can maintain personal effectiveness by managing own emotions in the face of pressure, setbacks or when dealing with provocative situations. Can demonstrate an approach to work that is characterised by commitment, motivation and energy.
• Decision Making – Is ready and able to take the initiative, originate action and be responsible for the consequences of the decision made.
• Influencing and Persuading – Ability to present sound and well-reasoned arguments to convince others. Can draw from a range of strategies to persuade people in a way that results in agreement or behaviour change.
• Communication – The ability to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.
• Managing relationships – Able to build and maintain effective working relationships with a range of people.
• Self-Development – Is able to identify and apply opportunities for learning and development.