The Program Assistant in Tanzania oversees office administration, procurement and logistics, facilitates the office startup in Dar es Salaam and provides administrative and program support to the country office.
Responsibilities
Administrative and Program Assistance
• Provides assistance to the Project Lead and Project Officer; ensures compliance with GAIN policies and procedures.
• Coordinates meetings with program consultants and international staff. Arranges meeting rooms, drafts and disseminates meeting agendas, prepares briefing notes and where necessary takes meeting minutes which may include preparing and disseminating materials as instructed.
• Participates in the preparation and formatting and coordination of donor reports and proposals.
• Manages timesheet entries and maintains timesheet records.
• Coordinates domestic and international travel arrangements for the Project Lead and Project Officer and visitors, inputs travel authorizations, processes travel claims and arranges tickets, visas etc.
• Prepares and formats standard contracts and related documents, in strict compliance with the standard contracting process and templates, and assists in the preparation of complex contracts
Registration Assistance
• Assists in the registration process of the Representative Office by preparing documents and arranging for translation as required.
• Coordinates meetings with government representatives and consultants.
• Liaisons with a designated focal point in Geneva for documents preparation and submission.
• Makes recommendations to select agents for processing expatriate work-permits, business visas, exit re-entry permits and ensures that documents are always up to date.
Finance Assistance
• Coordinates with a local tax consultant to ensure compliance with Tanzanian regulations regarding tax for the office and local employees.
• Ensures all documents are filed and maintained for auditing purposes.
• Helps track the budget of the country office and assists in preparing donor reports.
• Ensures the smooth flow of approval documents, ensuring information transfer to the relevant staff.
• Prepares accounts payable documents (e.g. invoices, payment requests) for approval.
• Works with Finance (Geneva) to ensure all project related expenses are properly coded to ensure the accuracy of financial reporting
• Assists the Project Lead in the development of documentation relating to budgets, cost analyses, reports and forecasting
• Manages petty cash and ensures that receipts are kept for all expenses.
Office Management
• Coordinates with GAIN Headquarters regarding space management, rentals, finalizing vendors, day to day monitoring / installation of office equipment, IT and coordination of annual contracts.
• Day to day facilities management of the Dar es Salaam office, developing and maintaining good relationships with suppliers.
• Effects payments to suppliers, based on approval and authorization by the Project Lead and GAIN Headquarters.
• Coordinates delivery of goods from suppliers, manages records and keeps a fixed asset registry as per national requirements.
• Ensures timely customs clearing and follow up with government offices.
Experience
• Minimum 3 years' experience in an administrative / office management role, preferably in an international NGO
Skills & Attributes
• Proactive with a commitment to quality and accuracy with close attention to detail.
• Effective oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization. Able to prioritize, multi-task, and work well under pressure with frequent deadlines.
• Reliable and enjoys working in a multi-cultural, cross functional team with flexible and adaptable approach to work.
• Ability to work without close supervision.
• Computer literacy with excellent MS Word, MS Excel, Outlook, and PowerPoint skills.
• Knowledge and familiarity with one or more of the following functional areas: Procurement, travel, communications, accounting, contracts and agreements, nutrition/health science, meetings/conference management, international aid, development programs or portfolio management.
• Ability to travel on occasion.
• Fluency in spoken and written English and Kiswahili is required.
Education
• Bachelor's degree in business administration or related field with relevant work experience
Posts
0 comments:
Post a Comment