New Job Opportunity at World Bank Group (WBG) Tanzania – Administrative Assistant
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| World Bank Group |
Administrative Assistant
Job #: req11709
Organization: World Bank
Sector: Administration/Office Support
Grade: GC
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: Dar Es Salaam,Tanzania
Required Language(s): English
Preferred Language(s):
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Description
Do
you want to build a career that is truly worthwhile? The World Bank
Group is one of the largest sources of funding and knowledge for
developing countries; a unique global partnership of five institutions
dedicated to ending extreme poverty and promoting shared prosperity.
With 189 member countries and more than 120 offices worldwide, we work
with public and private sector partners, investing in groundbreaking
projects and using data, research, and technology to develop solutions
to the most urgent global challenges. For more information, visit
www.worldbank.org.
Key role and responsibilities of Administrative Assistant include:
The Administrative Assistant, mapped to the CMU, will work as part of
the Administrative and Resource Management staff in the Tanzania Country
Office. Under the general supervision of the Operations Manager, and
the direct supervision of the Resource Management Officer, the
Administrative Assistant would carry out the following functions:
Facilities Management and General Office administration
•
Work closely with the Resource Management Officer in implementing the
scheduled improvements, repair and maintenance to the offices in Dar es
Salaam and Dodoma. Day to day duties include:
• Responsible for all
office facilities, including office buildings, generators, office
surroundings and other office equipment, ensuring that all facilities
are in good working order.
• Working closely with the Building Manager to ensure regular and proper maintenance of office facilities
•
Responsible for supervision of Office Assistants to ensure day to day
checking of plumbing, electrical, carpentry and structural systems,
detecting any faults and taking appropriate action
• Ensuring that contracts for office equipment maintenance and repairs are in place and valid at all times.
• Regular supervision of staff from cleaning contractor to ensure that they carry out their duties as per contract
•
Ensuring that acceptable services is provided by vendors for office
cleaning, air-conditioners maintenance, equipment maintenance and fire
& safety equipment
• Contacting pre-approved vendors for
electrical, plumbing, civil, carpentry and other works for maintenance
and repairs, ensuring that works are carried out in good time whenever
required and certifying the work done before recommending payment to RMO
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Protocol and Relocation Assistance Responsibilities:
•
Responsible for protocol services and support to International staff
relocating to and from Tanzania Country Office. Day to day duties will
include:
• Providing protocol services whenever we have high level
VIP visitors to Tanzania, provide meet-greet-assist services at the
airport, ensuring airport passes are valid, liaising with Ministry of
Foreign Affairs for access to the VIP lounge and facilitation of
documents required for charter flights
• Responsible for keeping
track of note verbal from Ministry of Foreign Affairs, keeping track of
the communication and drafting responses as necessary
• Responsible
for processing work permits and residence permits for IRS and their
eligible dependents through the Ministry of Foreign Affairs
•
Responsible for processing of work permits for eligible ST staff as
approved by Management through the Ministry of Labor and Immigration
department
• Link with the Global Mobility Team under HR to provide
any Tanzania specific information that may be required from time to time
• Participate in pre-assignment briefing in order to understand needs for relocating staff
•
Coordinate with the destination services provider in Tanzania hired by
Global Mobility Unit to ensure effective provision of services to WBG
staff relating to house search, school search, familiarization with city
facilities such as hospitals, shopping malls, child care centers,
places of worship, recreation centers and other places of interest as
requested by relocating staff
• Responsible for facilitating Bank account opening and acquisition of driver’s license
•
Responsible for facilitation of clearance of IRS personal effects as
well as importation of vehicles, ensuring the vehicles are dully
registered and registration details updated in the data base
•
Facilitate exit of relocating staff, ensuring that departing staff
handover diplomatic ID and vehicles pates which are properties of the
Government of the United Republic of Tanzania
• Develop and update useful relocation resources e.g. list of electricians, plumbers, maid referrals and useful addresses etc.
Other Administrative Responsibilities
•
Responsible for ensuring that appropriate office supplies of the right
quality and quantity are procured, stored and made available to staff as
and when required
• Responsible for drafting of visa letters for staff and other travelers on WBG funded trips
• Supervision of asset management function and to ensure that accurate list of assets in storage is maintained
•
Participation in Administrative Procurement review committee and
tracking of contract expiry dates for all administrative contracts in
the office
• Day to day supervision of Office Assistant and
Administrative Assistant to ensure they provide optimal support for
processing of documents with the Authorities such as PROC6, IDs, permits
and driver’s license
Selection Criteria
This is a
high-profile position that requires interaction with staff at all levels
in the organization. We are looking for a self-motivated, qualified and
experienced staff capable of working with minimal supervision. Ideal
candidate should possess the following:
• A college diploma or higher
in Business administration, Commerce, Facilities Management, Logistics
or related field with over five years of experience or a suitable
combination of education and years of experience
• Experience dealing
with Tanzania Government departments on Protocol, Immigration and
shipping matters for International organizations is an added advantage
• Previous experience is a Multinational organization is an added advantage
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Core Technical Knowledge & skills
•
Technology & systems knowledge – Demonstrate advanced knowledge and
experience working with Microsoft office applications (Excel,
PowerPoint, Word, etc). Has ability and willingness to maintain
up-to-date knowledge and skills in technology.
• Project and task
management – Exhibit good organization, problem solving & analytical
skills. Ability to work competently with minimal supervision.
Demonstrate attention to details and ability to manage &
satisfactorily complete multiple tasks within agreed schedule
•
Institutional policies, processes and procedures – Demonstrate knowledge
of own Department’s program and products, know key players & know
own role. Display understanding of WBG policies and procedures relevant
to the area of assigned responsibilities and be able to apply/implement
them
• Client orientation – Exhibit good communication skills,
positive and professional client service attitude, able to understand
client needs and complete them professionally
• Learning, knowledge
sharing and communication – Good English language skills, both verbal
and written. Able to learn and share knowledge/information across the
unit.
• Drive for results – Able to take personal ownership and
accountability to meet deadlines and achieve agreed upon results and
demonstrate personal organization to do so.
• Teamwork
(Collaboration) and Inclusion – Collaborate with other team members and
contribute productively to the team’s work output, demonstrating respect
for different points of view
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Poverty
has no borders, neither does excellence. We succeed because of our
differences and we continuously search for qualified individuals with
diverse backgrounds from around the globe.
Closing Date: 5/8/2021 (MM/DD/YYYY) at 11:59pm UTC
The post New Job Opportunity at World Bank Group (WBG) Tanzania – Administrative Assistant appeared first on Ajira - Nafasi za kazi Tanzania 2019.
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