Administrative Assistant at IUCN Tanzania

Under the guidance and supervision of the Operations and Procurement Officer, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and Projects staff in the Field Office and other IUCN staff to exchange information and ensure consistent service delivery.

The functions/duties/ key results of this job description are generic, and not all duties are carried out by all Administrative Assistant. Some specialized functions can be implemented by Driver Cum Logistics Assistants (shipments, deliveries, transport, vehicle maintenance).

Duties and Responsibilities;

Summary Of Key Functions

• Implementation of operational strategies
• Support to effective and efficient functioning of the field office
• Support to administrative and logistical services
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

SPECIFIC DUTIES;

• Under the direction of the Operations and Procurement Officer, the specific responsibilities of the Administrative Assistant are to:
• Ensures implementation of operational strategies, focusing on achievement of the following results:
• Full compliance of administrative activities with IUCN rules, regulations, policies and strategies.
• Provision of inputs to the field office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.
• Ensures effective and efficient functioning of the field office, focusing on achievement of the following results:
• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Support preparations and organisation of meetings, training sessions and field visits.
• Ensures effective administrative and logistical support, focusing on achievement of the following results:
• Support to organization of procurement processes including preparation of RFQs, RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests and other documents.
• Administrative support to conferences, workshops, retreats.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance working closely with the office driver.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to office team lead.
• Assistance in the preparation of office operating budget/petty cash, and provision of information for audit.
• Provides support to office maintenance and assets management, focusing on achievement of the following results:
• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice

REQUIREMENTS

• POSITION REQUIREMENTS:

Education;

• A diploma or university degree in a relevant discipline including Corporate Management, Human Resources Management, Sociology or similar degree.
• Basic knowledge of issues related to environmental, natural resource management, climate change, community development, will be an added advantage.
• Computer literacy in relation to office applications (word processing, spreadsheets, PowerPoint) use of internet and online communication tools.

Work Experience;

• At least one year of professional experience in administration or programme support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Practical experience in supporting implementation of field project as well as in organizing and facilitating project events – meetings, workshops and field trips in similar organisations.

Language Proficiency;

• Fluency in English and Kiswahili (both written and verbal).

Core Competencies;

• Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
• Inclusiveness: Understands and accepts cultural diversity, and provide a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
• Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner.
• Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.

Functional competencies;

• Adheres to IUCN ESARO core values of Transparency, Inclusiveness, Professionalism and Accountability
• Excellent report writing skill
• Computer literacy in relation to office applications (word processing, spreadsheets, power point) use of internet and online communication tools
• Highly motivated and results driven
• Excellent interpersonal skills
• Must be a strong team player
• Committed to continuous learning towards self-development
• Willing to travel and work in rural areas frequently within Tanzania APPLICATIONS
• Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.
• Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.