Administrative Assistant New Job Opportunity at Church World Service 2021

Job Title: Administrative Assistant

Grade: 4 (N)

Level: Associate Specialist

Division: Administration

Location: Kasulu, Tanzania

Primary Purpose

This position is responsible for running and coordinating the day-to-day administrative duties of CWS RSC

Africa’s office. This includes providing administrative support to senior managers and other units within the Administration Division and assisting in daily office needs.

Supervision

This position directly reports to the Administration Supervisor.

Essential Duties

Co-ordinates office activities and operations to secure efficiency and compliance to CWS RSC Africa policies and procedures
Assists in administrative duties and HR duties as required by the HR management including
supporting recruitment drives.
Receives and distributes monthly telecommunication Invoices to the staff who have exceeded
their limits
Completes quality checks for logistics and communications suppliers on behalf of the Procurement Unit for payment processing by the Accounts department.
Completes Travel Expense Reports for Senior Management Team on completion of an official
trip
Assists in preparing for high-level meetings e.g. PRM Partner’s meetings. This includes organizing visitor’s snacks/lunches as requested, and preparing materials and/or reports needed (if any).
Liaises with the Property Unit to ensure drivers are on stand-by to pick or drop visitors, staff, and/or equipment/supplies to various destinations as required.
Assists the Administration Supervisor in managing the Resource Centre ensuring that resources borrowed are returned on time
Schedules meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
Works with the Receptionist to order and take stock of office supplies ensuring that there is always enough supply for refugee applicants and the smooth operation of the front office.
Continuously works on finding ways to improve administrative processes.
Maintains Office Management procedures including contact information, directions, and frequently requested organization information
Performs other duties as assigned which are designed and developed to improve the operations of the CWS RSC Africa Office