Location: Mtwara, Tanzania
Department: Operations & Administration – Africa - Central & East
Employment Type: Full Time - Local / On-Site

Background

Search for Common Ground (Search) is dedicated to transforming conflict resolution from adversarial approaches to collaborative solutions. The organization is implementing the "Kwa Pamoja Tudumishe Amani" project in Mtwara region, aimed at strengthening connections between youth, community leaders, women, bodaboda, and security actors (especially police) to collaboratively prevent extremist recruitment.

Context

Search is seeking an Assistant, Administration based in Mtwara, Tanzania. This role involves providing a wide range of administrative support services, including budget monitoring, maintaining official records, and implementing administrative policies. The Assistant will handle problems and non-routine situations, make judgments on administrative matters, and represent the organization with high-level administrative offices.

Responsibilities

• Organize trainings, conferences, meetings, seminars, and other events.
• Ensure facilitator contracts and necessary transport logistics are in place before training sessions.
• Assist with booking venues, catering, and refreshments.
• Ensure training materials are delivered on time and manage the purchase of required stationery.
• Set up training rooms and ensure training equipment is available and returned after use.
• Prepare course certificates upon training completion.
• Enter training data into the database and maintain it.
• Ensure office utilities like electricity and water are available.
• Manage staff bookings for hotels and flights and follow up on pending invoices.
• Coordinate office events like meetings, staff retreats, and launch events.
• Prepare administration and program purchase requisitions.

Qualifications

• College Diploma in business administration or a relevant discipline, or equivalent relevant work experience.
• A minimum of 2 years of relevant professional experience in managing the front desk, administration, or customer care.
• Proficiency in Microsoft Office applications.
• Fluency in English and Swahili.
• Excellent verbal and written communication skills.
• Team player with strong collaborative skills.
• Time management skills and flexibility to work beyond normal business hours.
• Good understanding of office administration practices and contract negotiation.
• Prior experience in event planning and travel logistics.
• Ability to prioritize multiple tasks, work under pressure, and meet deadlines.
• High-level interpersonal and cross-cultural skills, with sensitivity to cultural, ethnic, social, and political issues.
• Ability to use initiative.

Safeguarding

• Remain alert and responsive to child safeguarding risks.
• Acquire relevant knowledge and skills to promote strong safeguarding practices.
• Understand and follow the child safeguarding policy and procedures.

Submission Deadline: 18 June 2024