Administrative Officer at International School of Tanganyika | May 2024

Administrative Officer Job Opportunity at International School of Tanganyika

International School of Tanganyika (IST)

Tanzania

Title Administrative Officer

Reports to: Principal Department: Administration

Job Holder Start date: 01 August 2024

Summary of the Role

The Administrative Officer provides planning and logistical coordination for all Secondary school trips as well as special events hosted by IST. The Administrative Officer will lead the planning process for the Extended Studies Program (ESP) as well as support the Outdoor Education Coordinator and Athletics/ Activities Coordinator with logistical planning of field trips that involve students and/or staff members travelling to other locations for school-sponsored activities (both within Tanzania and internationally). The Administrative Officer is a key contributor to the effective development and implementation of all field trips. The Administrative Officer works effectively with the administrative assistant team and other Departmental Managers to coordinate all aspects of Trip planning. The Administrative Officer may be assigned support duties by the Secondary School Principal or Vice Principal, or Activities Director to support the coordination of events hosted by IST. Assist campus administration with marketing information for trips as required. Maintain confidentiality of information.

The person in this position reports directly to the Secondary Principal yet coordinates the logistics of trips based on requests made by a wide variety of teachers and administrators. The Administrative Officer will follow the procedures found in the Field Trip Procedures Handbook when planning trips. The Administrative Officer will work with the Transportation Manager, Accounts Department Manager, and Head of Security at IST.

Preferred Qualifications and Experience

Experience: 10+ yearsʼ experience as Administrative Officer;
A minimum Bachelorʼs 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 organisational skills
Experience in public facility management
Willingness and ability to collaborate effectively with colleagues
Highly effective relationship developer with a variety of stakeholders

Professional Attributes and Skills:

Ability to analyse situations and take appropriate action in a variety of procedural matters independently without immediate supervision;
Ability to prioritise and coordinate workflow and timeliness for self and others;
Ability to operate various office equipment and tools, such as a copy machine, scanner, databases, Google Sheets, Forms, Docs, and Presentations.
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;
Ability to understand and apply successfully a variety of complex directions to specific situations;
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 of an Administrative Officer will be:

To successfully realise the Extended Studies Program (ESP).

Work with the Secondary Leadership Team to ensure ESP trip destinations support the IST Mission and spirit of the ESP Program.
Work with secretaries and administration to develop a timeline for faculty members to plan ESP trip activities effectively.
Work with existing and new third-party trip providers to plan safe, supportive, and challenging trips and ensure invoicing of services is accurate and timely with the help of the Accounts Department.
Follow the procedures and guidelines found in the Field Trip Procedures Handbook.
Update the ESP Trip website for parents and students annually.
Manage the trip selection process to ensure students and faculty go on a trip of their choice and troubleshoot any issues that arise to ensure student and staff satisfaction.
To support the logistical planning of all trips (ESP, Outdoor Education, AsA’s) and local events hosted by IST (e.g. ISSEA Swimming 2025).

Ensure the ‘Traveling Teams’ Spreadsheet with all travelling participant details is correct and complete.
Connect with families whose information is missing from the School information management system or who need to update information and passport scans.
Distribute important travel documents to families, coaches and other chaperones about upcoming events or trips.
Collect and collate permission forms from parents for various trips.
Work with the school’s approved travel agents to coordinate travel arrangements (ex., flights) and appropriate invoicing with the help of the Accounts Department.
Work with the Transportation Manager to arrange proper bus and ferry bookings for land and sea transfers.
Work with ASA Assistant to ensure transportation for friendly matches to or from IST.
Assist in ground transportation for special events (eg. ISSEA, GISS)
Follow the procedures and guidelines outlined in the Field Trip Procedures Handbook.
Work effectively with other appointed staff in charge of a particular event hosted by IST Secondary (ex. GISS Conference Coordinator).
Work effectively with the Activities Department to ensure that payments, invoices, and reimbursements are handled by the Accounts Office.

Review and organise all documentation (Trip Approval Form, RAMS forms) prepared for any trip before sharing it with the Head of Security.

(a) Ensure all forms are thoroughly reviewed before sending them to the Head of Security for approval and subsequently to the Vice-Principal for review.

Review and update the Field Trip Procedures Handbook at the end of the academic year.

Ensure accuracy and completeness of the various sections of the Handbook and review any proposed changes with the Principal for his/ her approval before releasing any updated version.
To work with secretaries and administration to ensure the Handbook is updated before the start of the following academic year.

Ensure trips are put onto the school calendar.

(a) Work with the Administration and secretaries to ensure the school calendar accurately reflects the trip schedules for that academic year.

Perform any other duties as designated by the Principal.

How to Apply:

Applications and enquiries should be directed to: facultyrecruitment@istafrica.com