About IRRI

Job Purpose

The Assistant will provide overall day-to-day secretarial and administrative support to the Senior Admin Assistant – Administrative Coordination and to all unit employees. He/She will also be responsible for the daily activities needed to run the IRRI cash offices and process all cash transactions accurately and efficiently in accordance with established policies and procedures.

This position will be based in Dar es Salaam, Tanzania, and may only be filled by permanent citizens of Tanzania.

Roles and Responsibilities

• Manage filing and distributing all incoming and outgoing mail, faxes, letters, and documents.
• Receive incoming mail and invoices and direct them to the appropriate services.
• Assist with staff and visitor’s travel arrangements and bookings for flights, accommodation, and local transport as requested.
• Photocopy, scan, and file documents
• Keep track of basic office supplies by maintaining inventory and assisting in ordering new/additional basic office supplies as needed.
• Assist in the application and processing of import and export permits for research and other materials.
• Preparing and posting expense reports on One Corporate System (OCS), preparing bank reconciliation each month from Tanzania Bank accounts, and Counterchecking receipts
• Tag assets and make a reconciliation.
• Process cash advance requests
• Reporting discrepancies s/he finds within the accounts to his/her supervisor
• Ensure Compliance with expenditure commitment procedures
• Efficient and effective administrative support for staff and visitors
• Ensuring all programs and operations have adequate support needed
• Reporting discrepancies s/he finds within the accounts to his/her supervisor
• Compliance with expenditure commitment procedures
• Improve efficiency and deal with a diverse group of callers and visitors at all levels, both internal and external to IRRI, and ensure all are treated professionally and courteously.
• Cash reconciliation reports
• Advance register should be well-maintained
• Perform any other relevant duties as assigned by the supervisor from time to time

Qualifications

• High School graduate with at least 5 years of relevant work experience
• College Undergraduate (at least 2 years) with at least 3 years of relevant work experience

Skills Required

Mandatory

• Knowledge of MS Office (Word, Excel, PowerPoint.
• Good oral and written communication skills. Excellent English skills.
• Communicates the status of work regularly
• Must be scrupulously honest and always foster an atmosphere of trust and integrity
• Ability to perform fast, efficient and maintain discretion and confidentiality
  Have basic knowledge of accounting

Preferred

• Good interpersonal skills
• Good organizational skills

IRRI offers a highly extensive employee benefits package inclusive of globally-covered medical insurance, retirement plan, life and accident insurance, and other allowances.

Join our team and be part of our story!

Please note that only shortlisted candidates will be contacted.