Assistant, Administration at Search for Common Ground
Job Overview
Assistant, Administration at Search for Common Ground
Assistant, Administration at Search for Common Ground
Search for Common Ground
Mtwara, Tanzania
Background
Search for Common Ground’s (Search) mission is to transform the way individuals, organizations, and governments deal with conflict, away from adversarial approaches and towards collaborative solutions. Search is currently implementing the Kwa Pamoja Tudumishe Amani project in Mtwara region that is focused on strengthening linkages between youth, community leaders, women, bodaboda and security actors (particularly police) to build a collaborative response to prevent extremist recruitment in Mtwara.
Context
Search is looking for an Assistant, Administration who will be based in Mtwara – Tanzania who will provide a wide range of administrative support services requiring initiative and independent judgment. Support budget monitoring and account expenditures, maintain official records, and implement administrative policies. Handle problems and non-routine situations by determining the approach or action to take and interpret guidelines, procedures, policies and practices. Represent the organization through contact with high-level administrative offices requiring use of business etiquette, tact, discretion and judgment and support staff in admin issues.
Responsibilities
Organizing trainings, conferences, meeting, seminar and other events.
Ensure facilitator contracts are in place before the start of the training and the necessary transport logistics such as booking, per diem accommodation, are in place.
Assist with booking venue, catering and soft drinks.
Ensures training materials are available and delivered to the venue on time and coordinate the purchase of specified stationeries.
Assist with training room layout and ensure training equipments (LCD, laptop, pointer etc) are available as requested. Upon closure of the training make sure the equipment’s are returned to the office.
Prepare course certificate at the completion of the training.
Responsible for training data entry and maintenance of database.
Enter training data into the Training database and regular to run database clean up
Ensuring office electricity and water is available throughout
Manage staff bookings for Hotels and flight, update the list for Hotel invoice to avoid double payment and follow up for all pending invoices.
Assist with the co-ordination of other office events such as meetings staff re-treat, staff day out, launching etc. eO7vBLe DmwvKC
Preparing administration and program purchase requisitions.
Qualifications
College Diploma in business administration or relevant discipline or equivalent relevant work experience.
Knowledge, Skills & Abilities
A minimum of 2 years of relevant professional work experience in managing the front desk, Administration or customer care.
Hands-on experience on Microsoft Office applications (spreadsheet, database, accounting operations software, project management software, presentation software)
Fluency in English and Swahili is required.
Excellent verbal and written communication skills including the ability to interact professionally with directors, managers, colleagues and clients.
Team player and works very collaboratively with others
Must have time management skills and flexibility to work beyond normal business hours
Good understanding of office administration practices and contract negotiation
Prior experience in meeting/event planning and travel logistics
Ability to prioritize multiple tasks at the same time, work effectively under pressure and meet deadlines
Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social and political issues
Ability to use own initiative
Safeguarding: Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures and conduct yourself in a manner consistent with the child safeguarding policy.
Submission deadline: 18 June 2024
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