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Tuesday, 22 November 2016

Job at Heifer International, Administrative Assistant

Administrative Assistant 

East Africa Youth Inclusion Program (Tanzania)
Tracking Code
320-752
Job Description

Heifer International (HPI) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

FUNCTION:

Provides key coordination in the daily operations of the Programs and provide direct assistance to the Country Program Manager in all aspects, including operations management and execution of administrative functions, as well as liaising with various other departments at project regional offices on areas of work including, but not limited to, daily operations, communication, policies and procedures, and legal issues. Additionally, this position will be responsible for coordinating all Programs special projects initiatives and providing overall administrative support and assistance to EAYIP ensuring the day-to-day operations are carried out efficiently and effectively.

ESSENTIAL CHARACTER TRAITS:


Detail-oriented, collaborative, communicates clearly, organized, deadline-oriented, level-headed, positive nature

RESPONSIBILITIES AND DELIVERABLES
(including approximate percentage effort)


1. Act as initial point of contact for the Country office by responding to both internal and external inquiries/requests. (10%)

DELIVERABLES

Handling and making follow up on all incoming and outgoing correspondences.

2. Working closely with the Administrator and travel agents to ensure that visits to the projects are managed smoothly, professionally and efficiently. (10%)

DELIVERABLES

Assist with permit for staff attending workshops and conferences abroad
Develop and maintain a central filing system
Purchase and replenish office supplies as needed
Perform duties of logistician and storekeeper.

3. Support and assist in the implementation of day to day EAYIP operations (40%)

DELIVERABLES

Coordinate deadlines and priorities on a daily basis
Coordinate production and proof read correspondence and presentations
Manage the calendar of the Country Program Manager
Monitor office supplies and order as needed
Respond to written, oral and electronic inquiries to include screening and prioritizing correspondence, reports, presentations and other information for internal and external usage for the Country Program Manager
Liaise with the Human Resources & Administration Coordinator to coordinate travel arrangements and scheduling for the Country Program Manager, including air travel, hotel reservations, car rental, required visas, immunizations, etc.

4. Plan and coordinate internal/external meetings (30%)

DELIVERABLES

In coordination with the Human Resources & Administration Coordinator, coordinate international and domestic travel, including “partner” and prospect meetings and conferences for teams
Coordinate room setup, refreshments, decor, and other necessary logistics
Prepare and distribute agendas and meeting materials
Record minutes for meetings and events
Maintain the EAYIP meeting calendar
Coordinate special projects such as the Country Program Manager’s speaking engagements, luncheons, conferences and meetings with HPI staff, “partners”, Steering Committee, volunteers, donors and other individuals

5. Establish & manage EAYIP documentation and database systems (10%)

DELIVERABLES
Assist in the production and creation of reports
Maintain EAYIP legal documents
Create and maintain files of program reports and other documents
File incoming project documents as appropriate
Create, maintain and update a database for project engagements
Liaise with project regional offices on the development of operational policies and procedures and provide leadership to identify and coordinate administrative improvements within the program

6. Perform other duties as assigned


Most Critical Proficiencies:

Knowledge of the non-profit sector and the context to which non-profit organizations operate.
Strong scheduling and project management skills.
Knowledge of computers as a tool for word processing, communications and organizing. Must possess demonstrable skills using Microsoft Office Suite, including Word, Outlook, Publisher, PowerPoint and Excel.
Good verbal and written communication skills. Good interpersonal skills, ability to be a team player and to work with people of varied backgrounds
Strong English language skills – oral and written.
Proficiency in basic statistics sufficient to analyze data.
Ability to be accurate and attentive to detail, good writing, editing, typing and filing competences. Ability to prioritize, organize, and carry out multiple tasks efficiently under pressure and with little supervision; ability to accept supervision and to provide entry-level program support
Working with sensitive information and maintaining confidentiality at all times
Ability to prepare and proof read correspondence for correct punctuation and grammar, and produce documents in a well-designed, attractive format with superior attention to detail

Essential Job Functions and Physical Demands:

Constant face-to-face, telephone and electronic communication with colleagues and the public.
Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people, especially in a fast-paced environment.
Ability to handle multiple tasks and deadlines, establish priorities and make sound judgments often in a fast-paced environment and the flexibility, needed to manage a heavy workload and rapidly changing contexts.
May require constant sitting and moving; working at a computer for extended periods.
Occasional bending and lifting of up to 20 pounds (9 kilograms) floor to waist.
Willingness and ability to travel domestically and internationally as needed.

Required Experience
Minimum Requirements:

Bachelor’s degree in Business Administration, Secretarial Studies plus three (3) years of related experience

Preferred Requirements:

At least four (4) years’ office administrative experience preferred

Application Instructions
Online application, Click HERE to Apply

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