Assistant Administrator

PROGRAMME: -Integrated Approaches for Climate Change Adaptation in the
East Usambara Mountains

COUNTRY: *Tanzania
LOCATION:* Muheza District
JOB TITLE: Assistant Administrator
ACCOUNTABLE TO: Programme Administrator

BACKGROUND:

ONGAWA accumulates an experience of around 15 years working in development programmes in Tanzania. These programmes have been focusing on water and sanitation, combining different components as water infra-structure provision, hygiene and sanitation promotion and capacity building of local entities and District members for ensuring sustainable and proper management of water services. The main goal of ONGAWA´s interventions is to contribute to the fully realization of human rights, with a special attention on water and sanitation right.

Recently, ONGAWA experience and network have enabled the organization turning into enhanced wider programs and projects since early 2012. Thus, currently is working in a huge programme in Same district targeting different sectors, working in collaboration with other partners and also has just launched a new energy project in Ulanga District. ONGAWA is currently present in Same, Kongwa, Ulanga, Kigoma and Dar Es Salaam.

The latest result is the current launching of “Integrated Approaches for Climate Change Adaptation in the East Usambara Mountains” in Muheza District. Following the previous experience and also in collaboration with other partners, the program has an integrated approach, and it includes components of Integrated Water Resource Management, Income generating activities, Participatory Forest Management, Water and Sanitation, Energy and related capacity building at local government level. The overall aim of the program is to enable the 8 communities chosen to better cope with the negative effects of climate change. This entire program is financed by EU in Tanzania according to the contract DCI-ENV/2014/354-255.

In the framework of the mentioned programme, ONGAWA is looking for an Assistant Administrator to join its team in Muheza district.

RESPONSIBILITIES AND MAIN TASKS:

The Assistant Administrator is responsible for assisting the Programme
Administrator in:
- Carrying out all the administrative tasks related to the *daily
management of the accounts* of the program (bank accounts and cash
management).

- Following and accomplishing the *monthly accountability procedure according to ONGAWA´s guidelines, putting special attention in collecting
and recording proper justification documents, accomplishing donors´ and
ONGAWA´s requirements.
- Making timely and accurate *follow-up of annual budgets*, using
ONGAWA´s tools and procedures.
- Elaborating required information and reports to donors.
- Ensuring proper logistics arrangement for the smooth implementationof the project (small purchases, TRA,..).
Proper management of ONGAWA office in Muheza.
- A good working collaboration with the staff.

- The proper implementation and follow-up of National Staff Regulations.

TASK DESCRIPTION
To accomplish his/her duties; the Assistant Administrator is expected to
perform the following

General task*
· Management of weekly petty cash.
· In charge of administrative matters of the office i.e payment of
current bills etc.
· Payments for local purchases.
· Payment of NSSF, PAYE and other taxes, and salaries
· Control and payment of salary advances
· Control of overtime and expenses out of station
· Ensure the preparation of programme monthly accountancy report excel file; to be ready for the Programme Administrator final revision before 10th of the month ready to be sent to Dar es Salaam and headquarters, Madrid by 15th of the same month.
· Control and ensure the correct documentation of necessary
attachments required for accounting justification of expenditures
· Management of cash & bank documentation: receipts, invoices and
all the documents involved in the justification of expenditures.
· Preparation and proper filing of all receipts, invoices, bank
statements and all documents involved in the justification of expenditures
with proper folders’ identification.
· Compile all the documentation for the monthly accountancy closing
and to advice of any incident in the correct documentation.

· Ensure the photocopy of receipts, invoices, bank statements and
all documents involved in the justification of expenditures when needed for
sending to Dar es Salaam coordination office and headquarters, Madrid.
· Management of office stationery store and preparation of monthly
inventory of the same.
· Collection from all the departments the data for draft quarterly
expenditure forecast and send to the Programme Administrator for
compilation and final revision before 15th of the last month of the
previous quarter ready to be sent to Dar es Salaam coordination office
before the end of the same month.
· Preparation of staff PAYE semi-annual and annual report (P9&P10
forms) ready for Programme Administrator revision before being sent to TRA.
· Preparation and update of security guards schedules.
· Preparation and update of staff leave roster.
· Support in the operational launching of the project, especially
in the part of the logistics
· Supervision of the arrangements needed to set up the new office
and new premises

Miscellaneous

· Maintain high level of confidentiality of all documents and issues.
· Perform other related duties or additional jobs as may be assigned from time to time.
· Perform all duties to the best of her/his abilities, according to the labour contract, her/his job description and the staff regulations.
· Behave in a polite manner at all times while at work and respect ONGAWA charter and staff regulations.
· Assist to follow-up of taxes exemption papers with TRA
· Manage all secretarial duties
· Attend coordination meetings with the Program Administrator based in Same

JOB CONDITIONS:

Considering the special nature of the organization, you are asked to be very flexible with the working hours.
Working hours: 40 hours / week
Working days: Monday to Friday – 08:00 to 17:00hrs (with one hour lunch break) – Saturdays if needed

ONGAWA staff engages to work for the organization in the whole country.No fixed location can be assured from ONGAWA, even if the posts are basedin one single location on a regular basis.

Salary according to ONGAWA Salary Scale.

Other general job conditions according to ONGAWA National Staff Regulations.

PROFILE REQUIRED:

SPECIFICATIONS
ESSENTIAL
DESIRABLE

Education and training
Holder of Business Administration diploma with specialization in
Accountancy or its equivalent qualification.
Specific training on administration and/or accountancy.
Computer skills and literature (Office and Skype).
Intermediate user of Excel program
Graduate in Business Administration and registered with NBAA (The National
Board of Accountants and Auditors) at some level/stage

Languages
Fluent in English and Swahili, both spoken and written.
Spanish will be an advantage.

Experience

Minimum experience of 2 years in a similar position.
Knowledge of administrative issues.

Must have worked in a computerized environment.
Knowledge of Tanga region and specifically Muheza district and the
government offices (NSSF, TRA OFFICE, etc…)
Knowledge of the country and the districts involved.
Work with other NGO or contractors in development projects.
At least 2 years of experience as an Assistant Administrator in any
reputable organization.

Skills and abilities
Good planning and management skills.
Cooperative and dynamic.
Hard working and well organized.
Willing to learn and improve.
Good communication skills.
Autonomy and sense of responsibility.
Availability to travel at national level
Flexibility with timetable.
Problem solving ability.
Resilient when dealing with challenges
Ability to work in a team and in a multicultural environment.
Pleasant attitude.

Interested in water, sanitation and environment sectors.

Employment Duration

Fixed term contract of employment of one year period (probationary initial 3 months), thereafter renewable yearly upon a series of successful and evaluated performance factors/criteria. Further to this, employment contract may be renewed *at the discretion of ONGAWA* considering but not limited to:

Availability of project funding
Availability of the position (i.e. there is no situation when no work remains for the employee, e.g., at the end of a project, as part of the exit strategy, etc.)
Performance evaluations provided by immediate supervisors, support staff and collaborative professionals encountered during contract period.

Only short listed candidates shall be contacted for interviews. Selected candidates will have to meet their own travel costs to the interviews and work place.

APPLICATION INSTRUCTIONS:

Applications with CVs, motivation letters, certificates, 3 reference contacts and contact phones should reach before 17:00hrs on Friday, the 17th of July 2015, the following addresses:

Post Office Box 4328, Dar es Salaam. 

We thank all applicants.
*Note: Qualified women are strongly encouraged to apply.