Description
BACKGROUND
The Regional MNCH Strengthening in Tanzania (RMNCH) project, also known as Mama na Mtoto, aims to reduce the number of maternal, child and newborn deaths in Lake Zone of Tanzania through strengthening systems for health service delivery and increasing demand for health services from community to regional levels.
Activities include:
(1) provision of technical assistance to regional and local level health management teams and health service providers on improved planning and delivery of health services;
(2) training health providers and community health agents (CHA) on delivering culturally-appropriate health services that meet international quality standards;
(3) equipping and supplying health facilities with the essentials they need to deliver key MNCH services; and
(4) working with community leaders and local committees to improve health-seeking behaviour around MNCH, including promotion of male involvement.
Mama na Mtoto is being implemented by a coalition led by the University of Calgary in collaboration with Agriteam Canada Consulting Ltd., the Canadian Paediatric Society, Save the Mothers, Mbarara University of Science and Technology (MUST) and the Catholic University of Health and Allied Science (CUHAS), in partnership with Regional and District Health Management Teams. Funding for this project is from Global Affairs Canada. The project will have a main office in Misungwi with a satellite office located within the CUHAS campus in Mwanza, Lake Zone. The Office Administrator is expected to be based in the main office with a rotating presence in the Mwanza sub-office. In the third year of the project an office may also be opened in Kwimba. The project has just started, and field activities will run until March 31, 2020. The Office Administrator is a full time position for the duration of the project.
SCOPE OF WORK
Reporting to the Finance and Administration Manager (FAM) and responding to requests from the Canadian Field Manager (FM) and Agriteam HQ personnel working on the project, the Office Administrator facilitates the implementation of project activities according to the Project Implementation Plan and Annual Work Plans. His/her work shall be based on sound professional administration practices, with the objectives of client responsiveness, accuracy, quality, and productivity. The Administrator will be a key member of the Field Office Team and is expected to contribute to an office environment characterized by a high-performance, results-based culture. He/she works collaboratively with project staff; coordinates implementation of services and activities and assists project staff on human resource issues. The Administrator Officer will oversee administrative support staff (Admin/Logistics Assistant, drivers, cleaner, etc.).
Reporting to the Finance and Administration Manager (FAM) and responding to requests from the Canadian Field Manager (FM) and Agriteam HQ personnel working on the project, the Office Administrator facilitates the implementation of project activities according to the Project Implementation Plan and Annual Work Plans. His/her work shall be based on sound professional administration practices, with the objectives of client responsiveness, accuracy, quality, and productivity. The Administrator will be a key member of the Field Office Team and is expected to contribute to an office environment characterized by a high-performance, results-based culture. He/she works collaboratively with project staff; coordinates implementation of services and activities and assists project staff on human resource issues. The Administrator Officer will oversee administrative support staff (Admin/Logistics Assistant, drivers, cleaner, etc.).
SPECIFIC RESPONSIBILITIES
The Office Administrator is responsible for the day-to-day administrative operations of the project and development of administrative systems. The duties include the following:
The Office Administrator is responsible for the day-to-day administrative operations of the project and development of administrative systems. The duties include the following:
Administrative Duties
• Follow procedures outlined in the project’s Finance and Administration Book (FAB) and orient new staff to its provisions
• Ensure Agriteam and GAC/DFATD regulations are adhered to (i.e. travel guidelines, hotel arrangements, VAT, etc.)
• Obtain residency permits, visa extensions and other required permits from the Government of Tanzania
• Supervise the use and maintenance of the project vehicles and the schedule for project drivers
• Supervise the maintenance of the project office and sub-offices, and liaise with landlords including CUHAS and DHMT officials as required on issues related to maintenance
• Arrange medical insurance and other benefits for locally hired staff in conjunction with the FAM
• Establish and maintain effective working relationships with key suppliers, and manage stock of office supplies and maintenance of essential equipment
• Work closely with the local Admin/Logistics Assistant to analyze various logistic, boarding, lodging, secretarial and other ancillary requirements for training events and other project activities, and propose cost-effective options for consideration by the Canadian Field Manager.
• Assist in the preparation of office operations budget and ensure adherence to it
• Maintain positive working relationships with other staff and service providers
• Provide oversight and support to the Admin/Logistics Assistance and the IT Officer
• Act on any other assignment given by the FAM from time to time.
• Follow procedures outlined in the project’s Finance and Administration Book (FAB) and orient new staff to its provisions
• Ensure Agriteam and GAC/DFATD regulations are adhered to (i.e. travel guidelines, hotel arrangements, VAT, etc.)
• Obtain residency permits, visa extensions and other required permits from the Government of Tanzania
• Supervise the use and maintenance of the project vehicles and the schedule for project drivers
• Supervise the maintenance of the project office and sub-offices, and liaise with landlords including CUHAS and DHMT officials as required on issues related to maintenance
• Arrange medical insurance and other benefits for locally hired staff in conjunction with the FAM
• Establish and maintain effective working relationships with key suppliers, and manage stock of office supplies and maintenance of essential equipment
• Work closely with the local Admin/Logistics Assistant to analyze various logistic, boarding, lodging, secretarial and other ancillary requirements for training events and other project activities, and propose cost-effective options for consideration by the Canadian Field Manager.
• Assist in the preparation of office operations budget and ensure adherence to it
• Maintain positive working relationships with other staff and service providers
• Provide oversight and support to the Admin/Logistics Assistance and the IT Officer
• Act on any other assignment given by the FAM from time to time.
Management of Project Documentation
• Participate in the preparation and formatting of Annual Work Plans, Semi- Annual and Annual Reports, and any special reports as required
• Develop and maintain functional electronic and filing systems
• Assist with and /or coordinate the preparation, copying, binding, distribution and filing of project documents and reports
• Ensure professional presentation of all outgoing documentation and correspondence
• Support technical personnel in achieving their consultancies
• Catalogue all knowledge products produced by the project
• Participate in the preparation and formatting of Annual Work Plans, Semi- Annual and Annual Reports, and any special reports as required
• Develop and maintain functional electronic and filing systems
• Assist with and /or coordinate the preparation, copying, binding, distribution and filing of project documents and reports
• Ensure professional presentation of all outgoing documentation and correspondence
• Support technical personnel in achieving their consultancies
• Catalogue all knowledge products produced by the project
Executive Assistant to Canadian Field Manager
• Translation and interpretation as needed
• Filing, office organization (hard and soft copies)
• Taking and distributing meeting minutes
• Organize meetings with staff, partners, government officials or others as requested by the FM
• Organize transportation as needed
• Act on any other assignment given by the FM from time to time.
• Translation and interpretation as needed
• Filing, office organization (hard and soft copies)
• Taking and distributing meeting minutes
• Organize meetings with staff, partners, government officials or others as requested by the FM
• Organize transportation as needed
• Act on any other assignment given by the FM from time to time.
EDUCATION, EXPERIENCE AND LANGUAGE REQUIREMENTS
• Post-secondary education such as a diploma or Bachelor degree in Business Administration or a similar field, or equivalent work experience in office administration or international projects.
• Minimum of 3 years’ experience in a complex project-based office environment, preferably in a donor-supported environment.
• Excellent competency in Microsoft Office suite of programs, particularly Word and Excel
• Strong English language skills(reading, writing and oral) and fluency in Kiswahili
• Post-secondary education such as a diploma or Bachelor degree in Business Administration or a similar field, or equivalent work experience in office administration or international projects.
• Minimum of 3 years’ experience in a complex project-based office environment, preferably in a donor-supported environment.
• Excellent competency in Microsoft Office suite of programs, particularly Word and Excel
• Strong English language skills(reading, writing and oral) and fluency in Kiswahili
Target Start Date
As soon as possible
Duration
4 years
Location
Mwanza, Tanzania
To Apply
Please send a Curriculum Vitae, a detailed cover letter that explains how your experience applies to the role, and the name of two references to tanyas@agriteam.ca and mhumble@agiteam.ca by 05 September 2016. Please indicate RMNCH Office Administrator in the subject line.
Please send CVs to employment@agriteam.ca, and make sure to state the job title you are applying for in the subject line of your email. For guidance on what to include in your CV, please consult our main Employment page.
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