Friday, 13 September 2013

Program Assistant at Catholic Relief Services (CRS)

Job Title: Short Term- Program Assistant

Employer: Catholic Relief Services (CRS)

Duty Station: Dar es Salaam

Application Deadline: 13th Sept 2013

Catholic Relief Services (CRS) is an international non-governmental agency,
specializing in relief and community development activities through its partners. The
agency provides equal employment opportunity regardless of age, race, gender,
religion or disability.

Specific Duties
Coordinate the logistics including travel, hotel booking and transport for field
and town trips for LEAD and Program staff.
Handle logistics for meetings and trainings organized by LEAD and
Programming Departments including reserving the venue and preparing and
distributing agendas and minutes.
Attend LEAD and CRS/TZ Program meetings, take notes, and prepare minutes
to share with participants.
Prepare invitations and correspondences for church partners, government,
donors, etc.
Schedule appointments and meetings with church partners, government,
donors, etc.
Coordinate the submission of reports by LEAD partners (trip and training
reports and health facility reports). Conduct the initial analysis of the reports.
Flag missing reports and follow up with appropriate staff.
Maintain hard copy and electronic filing systems and ensure quality recording
standards are met for LEAD and CRS/TZ Programs.
Create and maintain a resource center of information for LEAD and CRS/TZ
Ensure project sub-agreements are signed by the Country Representative and
submitted to partners on time; file all signed sub-agreements and share copies
with internal CRS/TZ departments (i.e. Finance).
Support finance in tracking partner advances and liquidation documents in
collaboration with the Program Officers.
Act as a link between LEAD and other consortium members and ensure strong
relationships and modes of communication.
Maintain updated contact information for LEAD and CRS/TZ Program staff as
well as consortium members and partners.
Maintain an updated calendar for LEAD and CRS/TZ Program activities. Page 2
Assist in procurements and supplies for LEAD and CRS/TZ Program and
follow up with the CRS/TZ Procurement Department.
Coordinate activities and schedules between LEAD and other CRS/TZ
Upload LEAD and Programming documents to CRS/TZ Global intranet space.
Assist Program Managers to document best practices and lessons learned for
marketing and business development purposes.
Assist with proposal development processes.
Assist the Business Development Specialist to create and publish marketing
materials for internal and external use.
Monitor certain websites/publications for relative information and provide
feedback to Program Managers.
Order supplies and equipment as needed.
Perform any other duties as assigned by supervisor.

Working relationships
Chief of Party, Head of Programs, Senior Program Managers, Program Officers,
Country Representative, Finance and Administration staff in Dar, Mwanza, and
Arusha Offices.
CRS/TZ Program partners, LEAD Consortium Members, R/CMHTs, other
government officials, donors, and GOT authorities.

Qualifications, Experience and Skills:

Bachelor’s degree in Administration, Management or related areas.
Programming experience is highly preferable.
Two years of experience in program or office and administration management.
Demonstrated progressive responsibility.
Fluent in both written and spoken English and Kiswahili.
Excellent writing and communication skills.
Experience in drafting reports and meeting minutes.
Computer literate (particularly in MS Office, internet and email).
Strong problem solving skills.
Excellent analytical, interpersonal, and organizational skills.

Working Conditions
This is an office based post with occasional travel (less than 10% of time) to field.

How to Apply:

Please send the CV and application letter to:
Human Resource Manager
P.O. Box 34701
Catholic Relief Services
Dar es Salaam.
Email address: