Administrative Assistant at Full-time Job

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

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.