Saturday, 14 December 2013

Jobs at BBC Media Action - Administrative Officer

Job Title: Administrative Officer, Tanzania

Employer: BBC Media Action

Duty Station:  Dar Es Salaam

Application Deadline: 20th December, 2013

Contract duration: 12 months (with possible extension)

Job purpose:

The Administrative Officer will be responsible for the office and programs purchasing of goods and services. These include equipment, materials, general supplies and any maintenance required for the office and projects.

Main Duties

  • Ensure the office is a clean and tidy working environment at all times.
  • Support in the management of all paper-based correspondence coming in and out of the office
  • Ensuring effective use of office resources in particular office vehicles, generator, furniture, IT equipment, software.
  • Lead on equipment and building maintenance for office
  • Support the Office Manager in managing key relationships with service providers for internet, telephone, electricity, water, security, IT management.
  • Manage the store of office resources and maintain an up-to-date registry of fixed assets
  • Ensure that the office remain well supplied with consumables, including generator fuel, drinking water, office stationary, bathroom items and kitchen supplies.
  • Support the day to day procurement of office supplies and collect quotes and tenders for larger office procurement.
  • Maintain initial point of contact with service providers i.e. health and IT, when information/queries are required by staff. Makes this information available as necessary.
  • Take notes in Bid Committee review meeting.
  • Receive all the goods and disseminate them accordingly by following office procedures.
  • Prepare request for payments for all goods and services required for the office.
  • Ensures that payments are actioned to suppliers on a regular basis.
  • Ensure the office is a clean and tidy working environment at all times.
  • Lead on vehicle bookings for all office/ project staff and visitors.
  • Work closely with the programme manager on the arrangement of such logistics.
  • Plan, organize and manage the work of driving staff to ensure that the work is accomplished in a manner consistent with organisation requirements.

Required knowledge, skills and experience

  • A Bachelor’s degree in business administration, or equivalent education and experience.
  • Progressive Administrative Officer experience, including experience working in a multi-office environment. Experience in working with non-profits and/or membership organisation’s preferred
  • Demonstrated ability to work with the senior management team of an organization, and to manage multiple concurrent projects.
  • Excellent verbal and written communication skills.
  • Strong project management, organizational and time management skills.
  • Strong people management skills.
  • Excellent problem-solving, analytical and evaluative skills.

Key competencies

  • Analytical Thinking – Able to simplify complex problems, processes or projects into component parts, explore and evaluate them systematically. Able to identify causal relationships, and construct frameworks, for problem-solving and/or development.
  • Decision Making – Is ready and able to take the initiative, originate action and be responsible for the consequences of the decision made.
  • Planning and Organisation – Is able to think ahead in order to establish an efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.

How to Apply:
Candidates should send their CV and a covering letter (PDF or Microsoft Word format) which outlines their experience and suitability for the role in English to, with the name of the position applied for in the subject line by end of Friday 20 December, 2013.

Please do not send certificates or other attachments. Applicants with no separate covering letter will not be considered. Please only apply if you meet the basic criteria under the person specification.

This is a local post applicable to people who have the legal right to live and work in Tanzania.