Summary
Date Posted: Friday, November 24 2023, Base Salary: Not Disclosed

JOB DETAILS:
Position Title: Senior Administrative Assistant
Reports To: Administration Supervisor
Supervises: None
Division: CWS Africa
Department: Administration, Office Management
Team: Tanzania
Job Location: Makere, Kasulu
Grade Level: Grade Level 4, Senior Assistant, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or the provision of services.

Primary Purpose:
This position is responsible for running and coordinating the day-to-day administrative duties of the CWS Kasulu office. This includes receipt, distribution, and maintaining accurate records of office supplies at the CWS Kasulu office and field sites and the management of the CR accommodations.

Key relationships
Internal to CWS
• Country Representative
• RSC Program team
• Administration Team
• RDP Program Team
External
• MHA
• Local Vendors
• IOM
• UNHCR
Working Environment
• Office and/or work-from-home environment.
• Periodic travel to the field as may be required.

Core Job Responsibilities:
• Store/ Supplies and Facilities Management (80%)
1. Receives equipment and supplies destined for the store and cross-checks purchase orders and delivery notes to ensure that the correct items, quantities, and quality have been supplied to RSC Africa.
2. Management of Guest houses and CR supplies.
3. Manage and monitor GH and worksite cleanness and ensure there are enough supplies for cleaning the compounds.
4. Maintains accurate records of the movement of office supplies and equipment to and from the stores.
5. Receives requisitions from staff for stationery among other supplies and ensures timely distribution required.
6. Issue supplies for each new employee and recover the supplies when staff members leave RSC Africa.
7. Maintains ample stock levels in the stores by presenting timely purchase requests for supplies that are at re-order levels through liaising with the Property Supervisor or the Procurement Officer.
8. Ensures that stocktaking is carried out quarterly with the Senior Accountant/finance.
9. Ensures that the supplies in the store are arranged and labeled properly to ensure easy retrieval of items and to facilitate stocktaking.
10. Ensures that a weekly stock report is run, updated, and shared with the Property supervisor every Wednesday for stock-level tracking purposes.
11. Ensures that the store is clean, and properly arranged and stock in the store is properly secured.
12. Monitoring the usable life span of expiring stock and informing the property supervisor of the condition of these stock items.
13. Determining the appropriate and efficient methods of storing various supplies in the store.
14. Maintains and monitors stock levels in the ERP System.
15. Ensures that all store policies, procedures, and controls are followed.
16. Packs supplies and equipment for Field Trips and receives the equipment on return of the Field Trip and ensures all equipment is returned in good working condition.
17. Liaises with the General Services officer to ensure drivers are on standby to pick up or drop visitors, staff, and/or equipment/supplies to various destinations as required.
18. Works with the General service officer, or Administration Supervisor to order and take stock of office supplies ensuring that there is always enough supply for the smooth operation of the front office.
• Office Management (15%)
1. Assists in preparing for high-level meetings e.g., Partner's meetings. This includes organizing visitor's snacks/lunches as requested, and preparing materials and/or reports needed (if any)
2. Schedule meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
3. Continuously works on finding ways to improve administrative processes.
4. Performs front office duties and maintains Office Management procedures including contact information, directions, and frequently requested organization information.
• Additional roles and responsibilities (5%)
Perform other duties as assigned which are designed and developed to improve the operations of the CWS Africa Office.

Qualifications:
Experience:
• Three (3) years of related work experience with increasing responsibilities is required.
• One experience in store management and stock recording.
• Previous experience working with an International NGO is an added advantage.

Skills:
• Demonstrated written and verbal English skills.
• Demonstrated computer skills, especially Microsoft Excel and Outlook.
• Demonstrated organizational and time management skills.
• Demonstrated strong communication skills.
• Demonstrated interpersonal relations.
• Demonstrated ability to manage heavy workload.

Education & Certifications:
• Bachelor’s Degree or equivalent in Business Administration, Procurement, Public Administration, Supply Chain Management, or other related field, or four (4) years additional work experience in lieu of a bachelor’s degree required.
• Knowledge of International relations is preferred.

Abilities:
• Manage large and diverse workloads under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyze and solve complex problems and make sound decisions.
• Work with minimal supervision
• Maintain a high-performance standard with attention to detail.
• Work independently and contribute to the overall operations of RSC Africa;
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
o Strong English communication skills, both written and oral.

Important Requirements:
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:
• COVID-19 vaccination is required for all successful candidates.
• The candidate should be in good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• This position is based in Makere, Kasulu Tanzania
• This position always requires the use of laptops, competence in Microsoft Office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet the demands of a dynamic operational program.
• Background check which includes references, and an educational and criminal check is required before the start of employment for international applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements, and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• The US Embassy rates (Kenya) as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within (Kenya and the region). Remove if not relevant.
• Full time
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.


Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure
Interested and Qualified?Click here to apply

All Jobs

QUICK ALERT SUBSCRIPTION