Location: Tanzania (Dar es Salaam)
Reports to: Administrative Officer
Duration: 12 months with a possible extension
Application instructions:
You should send your CV/resume and a covering letter in English which outlines your experience and suitability for the role (PDF or MS Word format) to:
tzrecruitment@tz.bbcmediaaction.org with the title of the position in the subject line.
Please do not send certificates or other attachments. Applicants without a covering letter will not be considered. Please only apply if you meet the basic criteria under the person specification.
This is a local post applicable to people who have the legal right to live and work in Tanzania. 'National terms and conditions will apply'. Only shortlisted candidates will be notified.
Application deadline: Saturday 10 October 2015.
BBC Media Action
BBC Media Action uses media and communications to reduce poverty and promote human rights in developing countries. To achieve this, we work with civil society, local media and governments to:
- Produce creative programmes in multi-media formats, based on robust research, which inform and engage audiences around key development issues;
- Strengthen the media sector through building professional capacity and infrastructure.
BBC Media Action delivers a portfolio of media projects in Tanzania in the areas of governance.
Main duties
General office administration
- Ensuring the smooth administration of the BBC Media Action office;
- Being the focal point of all visitors coming to the office;
- Monitoring the country director’s diary;
- Supporting the administrative officer in maintaining the filing system;
- Updating the staff whereabouts sheet and share with it with local and London-based staff on a weekly basis
- Receiving, disseminating, and filing all paper-based correspondence coming in and out of the office;
- Undertaking secretarial duties including, photocopying and typing;
- Ensuring that the electricity, telephone, water, internet and security bills are paid by the 15th of each month;
- Making and receiving phone calls and directing them accordingly;
- Keeping an up-to-date stationery and consumables record and ensuring that the office stationery and consumables store is replenished accordingly - and that a monthly stock report is sent to the operations manager.
- Assisting in processing payments for hotels; flights and rents;
- Inviting staff to meetings, collecting agendas, taking and sharing minutes of all office meetings;
- Ensuring that the office is supplied with drinking water;
- Updating the staff list on communications airtime and modem top-up) by the 19th of each month.
Logistics and risk assessment
- Making hotel and travel bookings for visitors, project staff and training participants;
- Assisting the administrative officer in getting quotations on various procurements such as hotels, conferences and car hire;
- Working closely with the project assistants and production coordinator on workshops and trainings arrangements;
- Arranging the airport ‘pick-up’ and ‘drop-offs’ for staff and visitors;
- Providing support in the management and allocation of office vehicles for projects, research and production activities;
- Liaising with the administrative officer on vehicle allocation for up-country trips;
- Ensuring that staff follow proper safety protocol when travelling up-country, including risk assessments;
- Arranging for taxis and town errands trips for staff and visitors;
- Any other duties as directed by line manager.
Asset management
- Assisting with the storing and tracking of office equipment given to staff and visitors such as mobile phones, computers, modems and projectors;
- Any other duties as requested by the line manager.
Required knowledge, skills and experience
- Proven experience in managing logistics and administrative functions;
- Fluency in English and Swahili;
- Good interpersonal skills to establish effective working relationships with all staff within BBC Media Action and key stakeholders;
- 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 broader picture.
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.
