People and Culture Officer (Administration and Documentation

Job Position: People and Culture Officer (Administration and Documentation) 
Employer: World Vision Tanzania

Purpose of the position:
To provide high-quality support to the People and Culture (P&C) division and its team which ensures effective and efficient running of the Division’s office operations.

Roles and Responsibilities:
Administrative and logistics Support:

  • Manage the Human Resource filing, storage and security of documents and correspondences (i.e. P&C Division general files and personnel files) and ensure all documents are properly kept.
  • Attend to all division correspondences / letters (i.e. relocations, acting appointment, disciplinary notification, terminations notification, visa introduction letter and other correspondences) as per guided by the P&C Director or Manager or Coordinator.
  • Prepare P&C Division related certificates (i.e. certificate of services, performance management certificates, length of service awards etc.)
  • Circulate confidential P&C Division documentation with respective and relevant divisions.
  • Regularly scan P&C documents and send to the respective zones/departments as requested.
  • Attend to general incoming and outgoing e-mails of the P&C Division.
  • Facilitate and coordinate workshops, meetings and other related logistics
  • Handle and attend to visitors of the P&C Division (Help Desk) and direct them to the relevant P&C staff when required.
  • Follow up P&C Division payment sent to accounts in the Finance Division.
  • Management of Existing WVT P&C process and systems
  • Administer and monitor WVT People and Culture Information System (PCIS) / Our People to help ensure 100% accuracy for all WVT staff data including maintain a database for WVT interns, volunteers and temporary staff.
  • Update staff contracts, position changes and staff transfers to the different WVT areas of operation as per approved guidelines and ensure effective information flow to the ADPs and project sites.

P&C Division Office Facilities and Utility management:
  • Ensure P&C Division office facilities are in good order and well maintained.
  • Raise requests for all P&C Division office supplies on time, to make follow up on the purchases and ensure that the supplies are provided for the required purpose.
  • Oversee the cleaning within the division and ensure that the office premises are cleaned and maintained on time. Will also supervise cleaners attached to the Division from the cleaning company.
  • Maintain and update regularly the P&C Division asset register.
  • Maintain stock records for the P&C Division office supplies.
  • WVT International staff, Learning/Global Center staff support
  • Facilitate and support with all WVT international staff’s work permits, visas, and business visa or business passes processing as required or requested by the P&C Director or P&C Coordinator.
  • Support WVT international staff with P&C related matters as requested by the P&C Director.
  • Facilitation and follow up and filling of P&C related annual forms
  • Facilitate and Coordinate WVT staff signing of various annual forms and ensure they are kept in the HR files (i.e. Child protection forms, self-disclosure, etc.)
  • Facilitation and follow up of WVT new hires, continuing staff and exiting staff P&C Documentation.
  • Opening New Hire Personnel Files and ensure all documentation is available in accordance to the HR file checklist.
  • Prepare WVT Staff ID’s within the first week of joining WVT
  • Follow up and prepare employee contract renewal documentation as well as contracts for new hires.
  • Work with recruitment and Staffing Specialist to provide any needed support with orientation of new hires.

Support the People and Culture team members (P&C Coordinator/Manager, P&C Specialist - Grants, Senior Legal Officer and the Senior P&C Officers:
  • Support in facilitating interview logistics
  • Support in P&C Administration
  • Support / Act in other P&C officers positions when they are absent
Acting Staff Management:
  • Prepare acting letters.
  • Compile acting sheet on monthly basis.
  • Produce acting report on monthly basis.
  • Weekly and Monthly Reports.
  • Prepare key weekly / Monthly reports.
  • Support and facilitate timely collection/review of P&C Division performance reports for compiling the divisional monthly, quarterly, semi- annual and annual reports.

Education/Knowledge/Technical Skills and Experience:
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

Minimum Qualification required:
  • Degree in Human Resource Management, Public Administration Management, Business Administration or related field from a recognized Tanzanian University.
  • Experience: At least 3 years’ experience working in a medium to large private, public or non-government organization in an administration role. Experience should include dealing with the public and a variety of different stakeholders. Candidate should be able to demonstrate strong experience in developing and maintaining administrative processes and procedures to improve the efficiency of the organization.
  • Preferred: Candidates with formal training and relevant qualifications for the position will be favored. Candidates with experience in managing service contracts will be preferred.
  • Technical Skills & Abilities: Excellent computer skills including Word, Excel and PowerPoint skills. Excellent customer service and communication skills. Excellent command of Swahili and English – both written and verbal skills. Excellent organization and administration skills. Strong skills in expense management and accountability.
  • Ability to review several diverse reference sources, select and synthesize data into styled reports, briefs and presentations.

Other Competencies/Attributes:
  • Must be a committed Christian, able to stand above denominational diversities.
  • Must be able to provide spiritual leadership within but not limited to chapel and daily devotions;
  • Must have outstanding oral and written communications and relationship skills and;
  • Must be willing to perform other duties as required.

Working Environment / Conditions:
  • Work environment: Office-based in Arusha.
  • Travel: 5%.
  • On call: 10%.
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