Assistant, Administration at Search for Common Ground’s (Search)

Assistant, Administration
Assistant, Administration at Search for Common Ground’s (Search) June 2024
Mtwara, Tanzania
Operations & Administration – Africa – Central & East /
Full Time – Local On-site

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.

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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.

Go to our Homepage To Get Relevant Information.
Submission deadline: 18th June 2024