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.
0 comments:
Post a Comment