Job Opportunity at IST – Administrative Officer – Secondary School Main Officer

Administrative Officer – Secondary School Main Officer

Dar es Salaam
International School of Tanganyika ( IST )
The International School of Tanganyika, founded in 1963, is an international school in Dar es Salaam, Tanzania.

Title: Administrative Officer

Category (cf Policy 5.101) Administrative Management and Technical Support
Reports to: Principal Department: Administration
Job Holder Start date: 01 August 2022

IST Foundational Documents

IST Mission

Challenging, inspiring and supporting all our students to fulfil their potential and improve the world

IST Vision

IST will be a global leader in the education of internationally-mobile young people.

All students, regardless of their starting point, will think critically, achieve academically and develop the wisdom to make good choices. They will show curiosity and creativity in addressing authentic problems, local and global.

They will pursue their varied passions with enthusiasm, developing resilience, perseverance, and confidence. Understanding the diversity of people and cultures, they will act kindly, fairly, and responsibly.

All members of the IST community will work together to fulfil this vision.

Statement of Values

All members of the IST community are:

Responsible – We act responsibly, positively and constructively towards ourselves and other people. We learn from our mistakes and accept the consequences of our actions.
Inquiring – We show curiosity, perseverance and open-mindedness in seeking to understand and solve problems. We persevere in the face of difficulties and we embrace the learning that comes through failure as well as the joy of success.
Compassionate – We empathise with others and act with care, kindness and courage. In our interactions, we behave with patience, generosity and integrity.
Balanced – We believe in a broad education for our students, seeing the value of participation in a varied curriculum.
Diverse – We treasure the diversity within the IST community, using the rich opportunities for deeper understanding that come from our differences.

IST Strategic Plan

Our Strategic Plan is in place to help our community align efforts to better reach our school’s mission, vision and values. This plan is focused on three aims.

Engaged Community:

Build and sustain a diverse, equitable and inclusive environment for all members of the school community.
Continued development of partnerships with local and global individuals, organizations and alumni to enhance student learning.
Develop and review processes and systems to enhance communication within the IST community

Ensured Sustainability:

Continued review and implementation of master site plan – with focus on inclusion and access as well as facilities to support innovative programs
Review procedures to retain and recruit employees who are aligned with our strategic plan.
Improve IST’s ability to work more sustainably and align environmental frameworks to improve our educational experiences and operations.
Enhance processes for creating, auditing and reviewing IST policy and procedure documents.

Summary of the Role

Reporting to the Secondary School Principal, the Administrative Officer will provide professional, efficient and effective services to IST Stakeholders (students, parents, staff and other clients) by fostering excellence in delivery of Administrative Services.

Preferred Qualifications and Experience

Experience: 10+ years’ experience as Administrative Officer;A minimum Bachelor’s Degree in Business
Administration or a related field;

Professional Competencies:

Excellent communication skills in spoken and written form
Self-motivated with the ability to work without supervision
Knowledge of child protection and health and safety
Strong customer service and problem solving skills
Excellent interpersonal communication and organizational skills
Experience in public facility management
Willingness and ability to collaborate effectively with colleagues
Highly effective relationship developer with a variety of stakeholders
Strong literacy in G Suite
Impactful communication
Integrity and trust

Professional Attributes and Skills:

Ability to analyze situations and take appropriate action in a variety of procedural matters independently without immediate supervision;
Ability to prioritize and coordinate work flow and timeliness for self and others;
Ability to operate a variety of office equipment and tools such as, copy machine, scanner, databases, Google Sheets, Forms, Docs, and Presentation.
Ability to establish and maintain effective work relationships with those contacted in the performance of required duties;
Ability to communicate effectively and professionally in both oral and written forms;
Ability to establish and maintain a variety of recordkeeping, reference, and data collection systems; (g) Ability to understand and apply successfully a variety of complex directions to specific situations; (h) Ability to lead and exhibit leadership for a team;
Ability to facilitate meetings and learning experiences for secondary support staff team members;
Knowledge of financial record keeping methods and practices;
Knowledge of proper office systems that promote customer service and efficiency.

Responsibilities

The primary responsibilities for Administrative Officer will be:

Acts as secretary to assigned school site principal performing a wide variety of complex and responsible clerical and secretarial support duties as well as relieving the school principal of routine administrative functions not requiring his/her immediate attention;
Acts as a resource person to teachers, students, parents, and the general public regarding general and specific information on the policies, procedures, and activities of assigned school site;
Directs and coordinates the work of office personnel to meet established timelines; assists in the performance of a wide variety of the more difficult clerical assignments;
Maintains the organization of confidential files and systems to distribute this information to respective parties;
Collects necessary information and maintains a variety of logs and records related to certificated and classified employees, personnel transactions;
Orders materials, supplies, and equipment; maintains records of purchase orders, invoices, and expenses to date; and inventories and logs same upon arrival;
Maintains, monitors and liaises with the business office to record expenditures; reconcile ledger printouts and posts expenditures to budget sheets;
Composes and types correspondence, memos, and/or reports on own initiative from marginal notes, or from oral and written directions;
Collects data/information and compiles reports and other materials requiring the use of independent judgment and knowledge in assembling and categorizing data;
Maintains routine bookkeeping records; transferring and depositing monies as necessary;
Attends various meetings; taking notes and preparing minutes;
Assists principal with gathering/calculating budget requests and preparing reports;
Distributes materials and information to teachers, students, and other staff members and ensures timely responses;
Perform any other duties as designated by the Principal