Administrative Assistant

Administrative Assistant

BBC Media Action

Date Listed: Nov 1, 2012
Phone: No Calls Please
Area: Tanzania
Application Deadline: Nov 19, 2012

Position Description:
Location:Tanzania
Reports to:Office Manager
Contract duration: 12 months (with possible extension)
Job purpose: BBC Media Action is seeking a Administrative Assistant to support in office administration in areas of Procurement, Inventory management and logistics. He/she will be responsible for office and programs purchasing of goods and services including, equipment, materials, supplies and maintenances for the office and projects. He/she will also be supporting in Assets inventory management and logistics.
Main Duties:
Procurement:
Support in day to day procurement of office supplies and collect quotes and tenders for larger office procurement.
Maintains initial point of contact with service providers i.e. health, garage, stationery etc. if in need of information/ queries by staff; avails this information as may be needed.
Take notes in Bid Committee review meeting.
Ensure timely provision of goods and services for BBC Media Action programs by following procurement process, evaluating costs effectiveness and providing support in negotiating agreements based on BBC Media Action donor’s guidelines.
Follow up regularly with the TRA on VAT exemption documentation.
Arrange for periodic fumigation of office, compound and other facilities as required.
Ensure that fire-extinguishers are regularly serviced, and first aid items periodically replenished.
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 to suppliers on a regular basis.
Ensures that telephone, electricity and water bills are settled by 15th of every month.
Supporting effective use of office resources in particular office vehicles, generator, furniture, IT equipment, software.
Ensure that the office remains well supplied with consumables, including generator fuel, coffee, milk and tea, drinking water, office stationary, bathroom items.
Ensure the office is a clean and tidy working environment at all times.
Inventory Management
Maintain and update fixed asset list, and support in ensuring proper use, maintenance and security of all assets.
Work closely with the Office Manager to correctly account for all BBC Media Action assets and updates the inventory list in line with laid down procedures.
Tracking and labelling all office assets.
Send inventory report to the Office Manager every month that shows new assets and obsolete assets.
Required knowledge, skills and experience:
Proven experience in supporting in procurement and asset management.
Fluency in English and Swahili.
Good interpersonal skills to establish effective working relationships with all staff within the Trust and key stakeholders externally.
Able to communicate effectively at all levels within the organisation, including relevant staff working for the BBC in the UK.
Excellent IT skills and competent in Microsoft Excel.
Able to work in a team.
Willingness and ability to take the initiative not only in identifying problems but also in suggesting and implementing solutions.
An eye for detail and a concern for accuracy, together with the ability to keep sight of the broad picture.
Key competencies:
The following competencies (behaviors and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.
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, set backs or when dealing with provocative situations. Can demonstrate an approach to work that is characterised by commitment, motivation and energy.
Decision Making – Is ready and able to take the initiative, originate action and be responsible for the consequences of the decision made.
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.


Application Instructions:
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 tzrecruitment@bbcmediaaction.org, with the name of the position applied for in the subject line. 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.

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