Junior Administrative Specialist

roomZanzibar City

business_centerFull Time

book Direct Reports

bookmark Intermediate

directions_carDriving License Not Required

flagOnly Open to Tanzanian Nationals

access_timeExpiring in 7 Days

businessNon-profits (NGO)

Admin & Clerical Office Management & Support

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
  1. 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.
  1. 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
  1. 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

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Non-profits (NGO): 3 Years

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Admin & Clerical: 3 Years

Office Management & Support: 3 Years