Administrative Assistant Job at World Vision

Administrative Assistant

Kigoma, Tanzania, United Republic Of

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Administration 40%

Front desk management and exceptional care provision to program visitors.
Ensure that the program office is kept clean and welcoming.
Serve as a Centre of information or office information manager by sharing all necessary information to the targeted people(staff) on time.
Facilitate travel arrangements and accommodations for program staff and visitors.
Coordinate meetings, events and trainings
Records keeping and filing i.e. Meetings minutes, attendance sheets, office documents etc

End Results

Professional administrative support is provided

Program store management: 20%

Ensure the program store is well managed.
Receipt of all program items for proper storage in store.
Dispatch of requested store items and resources to departmental heads or staff.
Collecting/compiling departmental resources requests and thereafter share them with PTL for approvals and the GFO for further assistance in purchase.
Document and ensure all store books are signed such as Store requisition form books, distribution books etc.

End Results

Non-human resources are well stored and dispatched to program staff.

Human resources assistance 20%

Support new and separated staff to sign all necessary forms such as policies, clearance forms etc.
Facilitate new staff’s orientation process.
Act as a bridge between program staff and P&C department to ensure their concerns are shared and resolved timely.
Facilitate and compile final P4Ps status at program level.
Staff wellness support and assistance.
Fairly engage and disengage program Refugees Incentive Workers at refugee camps as per the SOPs.
Professionally handle recruitment process of RIWs.
Support existing staff to sign all necessary forms and documents such as contracts, P4Ps, contact renewal forms.

End Results

Program staff and Refugees incentive workers are supported

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

2 year in HR/HRIS, preferably in a multi-cultural environment.
At least 2 years’ experience in working with International NGOs with relevant community focus
Willingness to participate in chapel and group devotions; and Commitment to WV Core Values and Mission Statement.

Required Education, training, license, registration, and certification

University Degree in Human Resources, Public Administration or related field from a recognized University

Preferred Knowledge and Qualifications

Have knowledge of payroll soft wares and HRIS systems.
Demonstrated ability to work without supervision.
Strong analytical, planning, organizational and problem-solving skills
Ability to maintain effective working relationships with all levels of staff
Sound knowledge of human resources principles and practices and the Tanzania Labour Laws.
Have a high degree of integrity and ethics to ensure employee information is secure and well protected.
Excellent communication skills and work well both independently or as members of a team.
Have the ability to follow complex oral and written instructions.
Working knowledge of and experience in utilizing and creating databases and spreadsheets.
Have the ability to develop and maintain effective working relationships with all employees.

Travel and/or Work Environment Requirement

Office based and field visit (Refugees Camps)

Physical Requirements

Should be physically fit

Language Requirements

English and Swahili

KEY WORKING RELATIONS

Contact (within WV or outside WV)

DECISION MAKING

The role may need the job holder to regularly make decisions by set principles

CORE COMPETENCIES

☒ Deliver Results

☒ Build Relationships

☒ Partner and Collaborate

Applicant Types Accepted:

Local Applicants Only

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