Administrative Assistant

JOB SUMMARY:
The position is an all-round job that performs a variety of administrative, HR, Legal and finance tasks to support the Mwanza office and Tanzania overall. These include but not limited to office management &
reception duties, maintaining files, keeping records, support petty cash management and other finance tasks. Be the point of contact for the office and other staff in their absence.

MAIN TASKS:
HR Responsibilities:
• Maintains employee personnel files and conducts ongoing audits.
• Assists in compiling information to ensure Company’s compliancy.
• Assists in benefits administration and maintenance.
• Conducts new employee orientation.
• Prepares materials for employee onboarding.
• Assists in administering and updating employee benefits.
• Manage and maintain job postings.
• Raising and receiving site’s admin matters pertaining to human resources and admin issues.

Finance Responsibilities:
• Assist in payroll administration as backup.
• Comply with established internal control practices and procedures to ensure proper management of financial transactions.
• Assist in Payroll Tax Management.
• Petty Cash management.

Administration Responsibilities:
• Support site administrators in all sites Tanzania
• To be the 1st point of contact : receive visitors and guests to the organization in a friendly and courteous manner.
• Assist FC, HR, SC Business partner & Country Manager on the day-to-day activities.
• Overall Mwanza Office management.
• Support to organize meetings and events, including bookings.
• Participate in team meetings or any other relevant internal and external meetings.
• To undertake the administrative duties of the organization, including answering phone calls, drafting letters, maintaining filing, hotel & transport bookings.
• Assist the team in the completion of day to day tasks within the office.
• Maintain and overlook guest signing in book to ensure that all guests and visitors are signing in and out of the building as directed
• To keep the reception and surrounding areas clean and tidy at all times.

Legal Responsibilities:
• Draft staff job descriptions and contracts.
• Assist in employee disciplinary cases (Take a lead in chairing and documentation).

EDUCATION AND EXPERIENCE:
• Education in Business Administration, HR & Public Administration. First exposure to finance/accounting & legal, will be an advantage.
• Knowledge of the Labor law & Code of good conduct of Tanzania.
• At least 5 years of working experience.
• Must also possess general working knowledge of business operations, knowledge in the mining sector will be an added advantage.
• Personal attributes – pragmatic, attention to detail, follow through processes, proactive management of issues, sense of urgency.
• Willingness to learn on the Job and through trainings
• Willingness to travel to various company sites out of Mwanza.
• Strong interpersonal & communication skills.
• Excellent attention to detail with good interpersonal skills.
• The ability to prioritize and work in a fast paced, constantly changing environment.

Computer Skills:
• Must be a computer literary with good working knowledge of Ms Office Suite esp. Outlook, Word, Excel and PowerPoint.
• Must have the ability to quickly learn systems, processes, and procedures.
• Proven experience in manipulating EXCEL spreadsheets to an intermediate/advanced standard.

Languages:
• Excellent writing and oral communications in both English and Swahili are required.

Essential Abilities and attributes:
• Ability to work independently and as part of a team.
• Ability to interact with mixed audiences of highly qualified legal and policy experts.
• Ability to meet short deadlines and work under pressure.
• Ability to manage competing demands, while being extremely adaptable and flexible.
• Good memories and open minded individual.
• Honest all the time and of high diligence