Senior Administration Assistant at Church World Service
Job Overview
Senior Administration Assistant at Church World Service
Kasulu, Kigoma
Job Description
Position Title: Senior Administrative Assistant
Reports To: Administration Supervisor
Division: Immigration & Refugee Program+ (IRP+)
Department: Administration, Office Management
Job Location: Kasulu, Tanzania
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 responsible for running and coordinating the day-to-day administrative duties of CWS Kasulu office. This includes providing administrative support to the administration unit and assisting in finance functions at the CWS Kasulu office.
Essential Duties:
Administration
- Coordinates office activities and operations to secure efficiency and compliance to CWS Africa policies and procedures.
- Assists in quarterly stock-take of Inventory and preparation of a report on variances.
- Assists with logistics functions including but not limited to making travel bookings, raising requisitions, updating the travel tracking sheet etc.
- Assists in preparing for high-level meetings e.g. Partner’s meetings. This includes organizing visitor’s snacks/lunches as requested, and preparing materials and/or reports needed (if any)
- Liaises with the General Services Unit to ensure drivers are on stand-by to pick or drop visitors, staff, and/or equipment/supplies to various destinations as required.
- Assists the Administration Supervisor in managing the Resource Centre ensuring that resources borrowed are returned on time.
- Schedules meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
- Works with the Administration Supervisor to order and take stock of office supplies ensuring that there is always enough supply for the smooth operation of the front office.
- Continuously works on finding ways to improve administrative processes.
- Performs front office duties and maintains Office Management procedures including contact information, directions, and frequently requested organization information.
Finance
- Acts as the finance focal point at the CWS Kasulu office.
- Manages petty cash and Mpesa transactions under the supervision of the Administration Supervisor and updates the Petty Cash tracking sheet and other accounting records.
- Receives refunds of unused travel cash advances and any other cash and Mpesa refunds, issues receipts for any refund received and ensures regular and timely recording and accounting of all refunds received.
- Reviews and ensures that Trip Expense Reports are reviewed and duly signed by the relevant staff supervisors and filed appropriately.
- Receives invoices and attaches them to payment vouchers (PVs) and also attaches copies of contracts to PVs.
- Assists in bookkeeping duties working closely with the finance department and the Administration supervisor.
- Maintains a filing system for the finance documents at the CWS Kasulu office that facilitates easy retrieval of the documents.
- Assists and organizes relevant documents for the annual audit both internal and external.
Other Functions
Performs other duties as assigned which are designed and developed to improve the operations of the CWS Africa Office
Qualifications:
Experience:
- Three (3) years of related work experience with increasing responsibilities is required.
- Experience or certification in accounting and finance is an added advantage.
- Previous experience working with an International NGO is an added advantage
Skills:
- Demonstrated strong computer skills, especially MS-Word, Excel, and Outlook
- Knowledge of office management systems and procedures
- Demonstrated written and verbal English skills
- Committed to and conform with the organization’s mission
Abilities:
- Manage large and diverse workload under pressure with competing priorities.
- Maintain the integrity of official records;
- Analyse 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). 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.
Education & Certifications:
Bachelor’s degree in Business Administration or related field; or four (4) years of paid work experience in lieu of a Bachelor’s Degree is 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 CWS 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.
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.
