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Administrative Assistant at Full-time Job

2 months ago   Administration & Management   Kigoma   352 views Reference: 878
Job Details

Administrative Assistant

MAJOR RESPONSIBILITIES;

Activity;

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 with the targeted people(staff) on time.
  • Facilitate travel arrangements and accommodations for program staff and visitors.
  • Coordinate meetings, events, and training
  • 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 requested store items and resources to departmental heads or staff.
  • Collecting/compiling departmental resources requests and thereafter sharing them with PTL for approvals and the GFO for further assistance in the 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 staffs orientation process.
  • Act as a bridge between program staff and the P&C department to ensure their concerns are shared and resolved timely.
  • Facilitate and compile final P4Ps status at the program level.
  • Staff wellness support and assistance.
  • Fairly engage and disengage program Refugees Incentive Workers at refugee camps as per the SOPs.
  • Professionally handle the recruitment process of RIWs.
  • Support existing staff to sign all necessary forms and documents such as contracts, P4Ps, and contract renewal forms.

End Results

  • Program staff and Refugees incentive workers are supported

KNOWLEDGE/ QUALIFICATIONS FOR THE ROLE

Required Professional Experience;

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

Required Education, training, license, registration, and certification

  • University Degree in Human Resources, Public Administration or a 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 working well both independently or as a member 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 visits (Refugees Camps)

Physical Requirements

  • Should be physically fit

Language Requirements

  • Fluent in both Swahili and English language

DECISION MAKING

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

CORE COMPETENCIES

  • Be Safe and Resilient
  • Deliver Results
  • Build Relationships
  • Be Accountable
  • Learn and Develop
  • Improve and Innovate
  • Partner and Collaborate
  • Embrace Change
  • Engage, Influence, Lead and Grow Others
  • Run an Effective and Agile Organisation
  • Develop the Organisation for the Future

Applicant Type Accepted:

Local Applicants Only

Company Description
Committed to making a positive and lasting difference in the world, and driven by our desire to serve God, World Vision has become a global leader in improving and transforming the lives of children, their families, and their communities.
Even the most vulnerable children deserve a chance at a bright future. As a global Christian relief, development and advocacy organisation we help children, families and communities overcome poverty and injustice, irrespective of religion, race, ethnicity or gender.

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