General Services Officer at Church World Service

General Services Officer at Church World Service

Kasulu, Kigoma

Job Description

Position Title: General Services Officer

Reports To: Administration Supervisor

Division: Immigration & Refugee Program+ (IRP+)

Department: Administration

Job Location: Kasulu Tanzania

Grade Level: Grade 5, Officer, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is primarily responsible for coordination and follow up of general services functions at the CWS Kasulu office in accordance with CWS standard operating procedures. The position is responsible for direct oversight of the General Services department, which includes Property and Logistics.

Essential Duties:

Management and supervision

• Provides direct supervision, training, and feedback to Drivers and Janitors.
• Ensures adherence to policies and standard operating procedures (SOPs) to ensure the accountability, transparency, and efficiency of RSC Africa, and to ensure compliance with the Cooperative Agreement, relevant
• United States Government (USG) and CWS policies.
• Oversees the process of monthly projections, including procurement, travel projections and property issues, and ensures compliance with US government requirements.
• Works closely with the Administration Supervisor to plan work, resolve issues, conduct root cause analysis, and ensure systems improvements
• Works closely with the Finance Manager and Administration Supervisor to perform regular compliance checks
• Ensures General Services unit’s compliance with Fileserver organization and group email protocols.
• Ensures that the General Service unit is compliant with applicable organizational and unit-specific SOPs.
• Plans and executes annual process reviews for the Janitors, and the Drivers.
• Ensures there is an organized and robust training strategy for the General Services unit, inclusive of targeted capacity building to increase professional skills of General Services positions
• Supports with property management and/or landlord concerns.

Budget

• Participates in annual budgeting process by projecting and costing Property and travel budgets for CWS Kasulu office.
• Monitors travel budget for Tanzania and reports any additional costs

Physical Assets

• Responsible for requisition, maintenance, and inventory of expendable and non-expendable equipment
• Provides Quality Control checks on Purchase Orders to ensure correct budget line allocation and that all information and supporting documents are adequate and correct
• Reviews all contractual agreements for goods and services, equipment and insurance, and maintains copies of all relevant contracts
• Ensures that all adequate insurance is arranged for all property and personnel and other liabilities in accordance with US and Tanzanian laws
• Ensures that adequate inventory levels are maintained for all supplies
• Liaises regularly with the property management company and/or the landlord to ensure services are delivered and accounted for properly

Travel Logistics

• Performs travel and logistics functions for CWS Kasulu office including flight bookings, hotel reservations, coordinating ground transports, processing Visas and invitation letters for CWS staff and visitors, and preparing travel authorizations for all travelling staff.
• Maintains a tracking system for all vendor invoices to ensure they are captured and processed in a timely manner and conducts vendor reconciliations on a quarterly basis.
• Use ERP system to raise logistics requisitions, review payments and reconcile vendors.
• Works closely with Procurement and Accounts to ensure vendor payments are processed as per policy.
• Regularly reviews travel expenses while renegotiating with vendors for competitive rates.
• Reviews CWS trip reports and communicates follow-up items to the Administration Supervisor.

Other Functions

Performs other duties that may be assigned to enhance the quality and efficiency and maintain the high professional standards of RSC Africa and CWS.

Qualifications:

Experience:

• Minimum of four (4) years of relevant work experience required.
• Previous supervisory experience, especially with an international NGO is an added advantage.
• Previous administrative experience and knowledge of Amadeus booking tool is preferred.
• Knowledge of Tanzania laws and customs preferred

Skills:

• Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required
• Excellent organizational and time management skills
• Strong verbal and written English language skills
• Demonstrated organizational and time management skills

Education & Certifications:

Bachelor’s Degree or equivalent in Finance, Accounting, Business Administration, Public Administration or a related field is required.

Abilities:

• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records;
• Analyze and solve complex problems and make sound decisions;
• Work with minimal supervision
• Maintain a high performance standard with attention to detail;
• Work independently and contribute to overall operations of RSC Africa;
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Important Requirements:

• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

COVID Vaccination is strongly recommended for all successful candidates
The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
This position is based in Kasulu Tanzania
This position requires use of laptops at all time, competence in Microsoft office packages is required.
This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
Background check which includes references and an educational and criminal check is required before the start of employment for International applicants.
A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
Full time
All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.

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Also Read: Senior Administration Assistant at Church World Service