Summary

The organization is looking to fill the position of Junior Administrative Specialist in the  Africa regional project in Zanzibar

Responsibilities

1. Administration

• Prepares and organizes information materials, such as for conferences and meetings
• Is responsible for all administrative and logistic arrangements of project activities (meetings, workshops, business trips, etc.)
• Helps organize events and documents meetings, workshops, and seminars inside or outside the project
• Assists in creating visitor itineraries making travel arrangements, arranging transportation for participants, and making hotel and ticket reservations
• Creates and maintains an address file of key contact addresses
• Supports in management of inventory for the projects
• Co-ordinates with Country Office for general administrative support (e.g., processes requests and inquiries for general services)
• Is responsible for the filing system management as per Organization Standard
• Deputizes the Administration Specialist on a need-by-need basis
• Follow up and processing of utility bills for the project e.g. internet, telephone, etc.
• Support technical team in preparing and organizing meetings, workshops, seminars, and events

2. Procurement

• Ensures procurement of goods and services is done in line with Organization guidelines and procedures
• Inventory management by ensuring all assets are labeled and updated in the asset register
• Support in preparation of consultancy and service contracts as requested by the projects in accordance with P&R and maintain the relevant files
• Reviews and ensures that procurement procedures are adhered to and are transparent, accountable, organized, and meet Organization requirements
• Coordinates the delivery of goods as per the LPO and handles any discrepancies
• Prepares and processes purchase orders, Local Service Orders, and service contracts. Also ensures purchase orders, receiving, and invoices are matched
• Initiates procurement of services (Consulting contracts, Local subsidy contracts, Grant Agreements) both at the project level and the country office level
• Maintain and updates the complete filing system for all LPOs according to ORGANISATION procedures both the physical files and on DMS.

3. Accounting

• Assists in monitoring monthly expenditure & planning according to the budget
• First level receiving and checking invoices for processing
• Voucher preparation for payment ensures completeness and materially correctness 
• Ensure that invoices and vouchers are transferred to the cashier for payment
• Follow up on local Receivables/Payables/Cost/Income and communicate with supervisor.
• KOMP booking, coding, and regular updates on onsite operations
• Handles petty cash and WINPACCS

4. Other duties/additional tasks

• Attends internal team meetings/workshops and writes minutes
• Drafts letters and general correspondences and memos in English and Kiswahili languages
• Capable of working with Excel sheets and translating texts into well-designed PowerPoint-presentations
• Arranges appointments update contact lists
• Assists project activities and other tasks given by the regional manager, technical advisor, administration specialist
• Undertakes further job training related to his/her position and duties
• Gathers and disseminates relevant information.

Education and Qualifications

• University degree in administration/accounting/office management or similar area.

Requirements

• At least 3-5 years of professional working experience in a similar position
• Good working knowledge of ICT technologies (related software, phone, fax, E-Mail, the internet) and computer applications (e.g. MS Office)
• Highly organized and able to multitask
• Very good knowledge of English and Kiswahili languages
• Experience in working in a multi-cultural environment and in Unguja or Pemba
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management