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ADMINISTRATIVE OFFICER - BBC Media Action
POSITION; ADMINISTRATIVE OFFICER, TANZANIA
Department: BBC Media Action
Reports to: Operations Manager
Duration: 12 months, fixed term contract (with possibility for extension)
Candidates should send their CV and a covering letter, which outlines their experience and suitability for the role in English to: firstname.lastname@example.org by 4 July, 2015. This is a local post applicable to people who have the legal right to live and work in Tanzania. National terms and conditions will apply.
BBC Media Action delivers a portfolio of media projects in Tanzania. It seeks to expand this portfolio of work while ensuring that existing projects are delivered on time, to budget and to the highest standards - and in accordance with BBC editorial values as well as BBC Media Action’s methodologies.
Purpose of job
Responsible for office and programme administration, the purchasing of goods and services and the management of office assets.
General office administration
• Making sure the office is a clean and tidy working environment at all times;
• Supporting 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 and IT equipment;
• Leading on equipment and building maintenance for the office;
• Supporting the office manager in managing key relationships with service providers for the internet, telephone, electricity, water, security and IT management.
• Supporting the procurement of office supplies and collect quotes and tenders for larger office procurement;
• Taking notes in bid committee review meetings;
• Ensuring the timely provision of goods and services for BBC Media Action programmes by following procurement processes, evaluating cost effectiveness and providing support in negotiating agreements based on BBC Media Action’s donors guidelines;
• Following up with the TRA on VAT exemption documentation;
• Making sure that staff are aware of, and follow, the correct policy and procedures when purchasing new office equipment;
• Arranging the periodic fumigation of the office, compound and other facilities as required;
• Ensuring that fire-extinguishers are regularly serviced and first aid items periodically replenished;
• Taking receipt of goods and disseminating them accordingly by following office procedures;
• Preparing requests for payments for all goods and services required for the office;
• Ensuring that payments are made to suppliers on a regular basis;
• Ensuring that telephone, electricity and water bills are settled each month.
• Leading on vehicle bookings for all office/project staff and visitors; working closely with the programme manager on the arrangement of such logistics;
• Planning, organising and managing the work of driving staff. Reading and interpreting maps and driving directions to plan the most efficient routes for staff and visitors.
• Supervising the drivers and up-country travel;
• Coordinating the schedule for major or periodic vehicle maintenance with management and staff to minimise service interruptions;
• Performing safety and maintenance checks;
• Monitoring and controlling the pick-up and delivery of staff and visitors as per the set route and schedule;
• Monitoring fuel spending to ensure that expenses are consistent with approved budgets;
• Coordinating the approval of fuel usage in conjunction with the Finance department;
• Maintain up-to-date log-books for fuel usage of vehicles and generator.
• Maintaining and updating the fixed asset list and ensuring the proper use, maintenance and security of all assets;
• Working closely with the office manager to account for all BBC Media Action assets and updating the inventory list in line with established procedures;
• Tracking and labelling all office assets;
• Providing inventory reports to the office manager every month detailing new and obsolete assets.
Required knowledge, skills and experience
• A degree in Business Administration or equivalent education and experience;
• Administration experience at a similar level, including experience in an office environment where you’re required to ‘multi-task’. Experience of working with non-profits and/or membership organisations preferred;
• The ability to work with the senior management team of an organisation, and to manage multiple concurrent projects;
• Excellent verbal and written communication skills;
• Strong project management, organisation and time management skills;
• Strong people management skills;
• Excellent problem-solving, analytical and evaluation skills.
The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these 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 a 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.
• Resilience - can maintain personal effectiveness by managing own emotions in the face of pressure, setbacks or when dealing with provocative situations. Can demonstrate an approach to work that is characterised by commitment, motivation and energy.
• Influencing and persuading - ability to present sound and well-reasoned arguments to convince others. Can draw from a range of strategies to persuade people in a way that results in agreement or behaviour change.
• Communication - the ability to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.
• Managing relationships - able to build and maintain effective working relationships with a range of people.
• Self-development - is able to identify and apply opportunities for learning and development.
Advertising/ Media /Publishing
A degree in Business Administration or equivalent education and experience
Experience of working with non-profits and/or membership organisations preferred