Common Service Assistant, High Commission of Canada to Tanzania Term position from July 2012 to July 2013 Position title: Common Service Assistant Position Level: LE-05 Position Number: EXT-306176 Closing date: June 29, 2012 Starting Salary: Annual 16,408,633 TZS or Monthly 1,367,386 TZS Summary of duties In collaboration with the Senior Accountant and under the general supervision of the Management and Consular Officer, the Common Service assistant provides daily administrative support and services, provides and creates information and/or documentation, provides support for ongoing program activities, responds to service requests from clientele and performs other duties as required. Screening requirements N.B., failure to meet any of the screening requirements eliminates candidates from further consideration in the competition Minimum of a Diploma or an Advanced Diploma in accounting from a recognized college or university or several years of experience to compensate Three (3) years of recent working experience in similar position(s) Fluency in English and Kiswahili. Experience working with a Computer-based accounting system Rated qualifications Knowledge Good computer skills, knowledge of Microsoft Windows suite and spreadsheet Mathematics and Accounting practices and terms Standard office procedures and practices Abilities/Competencies Communication skills Judgement Commitment to Public Confidence Ability to work under pressure Flexibility and Adaptability Ability to set priorities and plan Focus on quality and details Desirable qualifications Fluency in French Experience with an SAP based system Conditions of employment Ability to obtain the required security clearance Ability to work overtime Valid work/residency permit for Tanzania Method of application Please send electronically your CV, two (2) references and a brief letter describing how you meet the screening requirements for this position to: firstname.lastname@example.org. Applications sent by mail or in person will not be accepted. Applications should be received no later than 16h00, on June 28, 2012. In completing their applications, candidates should demonstrate that they meet all the essential qualifications and ensure that they relate their work experience to the summary of duties above. Only the qualified candidates will be contacted for further steps of the recruitment. [HR][/HR]Mission: DSLAM Section: Management Position Title: Common Service Assistant Position Classification: LE-05 (TBC) Position Reports to: Senior Accountant Position Number: EXT-306176 Incumbents Name: Vacant Date Appointed: Last Updated: May 2012 Summary The Common Service Administrative Assistant (LE-05) provides daily administrative support and services; provides and creates information and/or documentation; provides support for ongoing program activities; responds to service requests from clientele and performs other duties as required. Supports regional focus of program by supporting administrative interactions and proactively cooperating with regional offices relating to normal job duties. Background Work is performed under general supervision; problem resolution is through reference to readily available guidance; comprehensive knowledge of office routines, procedures & functions of program is required; prioritizing of multiple projects & tasks; provides services to internal & external clients; researches & compiles data and maintains data bases; manages events & logistics; actions impact on program operations & image of Office. Duties 1. Provides daily administrative support and services by: o preparing and maintaining office documentation and files in hard copy and/or electronic format; o tracking and coordinating meetings, event and/or schedules; and o preparing and maintaining lists and contact information relating to project activities. 2. Provides and creates information and/or documentation by: o drafting and sending written replies based on existing examples and under the direction of supervisor; o receiving documents or information and entering the required information into data system(s); o coordinating mail and email and maintaining appropriate record logs; and o generating transaction and other reports as required by the supervisor or other managers. o completing appropriate documentation for incoming common service documents 3. Performs support for ongoing program activities: o reviewing information received to ensure it is correct and following up when corrections are needed; o notifying others of new or changed information as and when required via approved communication avenues; o advising supervisor of problems or inconsistencies with the data or information; and o suggesting changes to procedures to keep modern, efficient and appropriate as appropriate. 4. Responds to requests from clientele by: o interacting with customers, coworkers and supervisors and providing answers to routine questions; o using the telephone, internet and other similar communication devices to respond and coordinate information. 5. Performs other duties as required. The Annex A of this work description contains a detailed list of tasks to be executed by the incumbent of this position ____________________________________________________________________ To the best of knowledge the foregoing is an accurate description of the duties and responsibilities of this position. ________________________________ Signature of Employee _________________________ Date ___________________________________ Signature of Responsible Manager _______________________ Date [HR][/HR]Annexe A The list of tasks to be accomplished by the incumbent of this generic Common Service Assistant Work Description includes, but is not limited to the following examples. 1. Provides daily administrative support and services by: o Receiving, stamping, auditing, scanning and filing invoices, expense claims and other financial documents. 2. Provides and creates information and/or documentation by: o Receiving incoming invoice, expense claims and other financial documents and entering the required information into the financial data system (IMS); o Completing appropriate coding stamp/input document for invoices o Coordinating the circulation of incoming and outgoing invoices, expense claims, supporting documents to ensure that proper signatures are obtained o Preparing all required documentation for the quarterly VAT claim for the mission o Maintaining appropriate record logs, both electronically and in hard copy o Examining monthly utility and service invoices (telephone, blackberry, electricity, water, diesel, etc.), identifying user and/or property, providing breakdown of costs by user/program/property; and o Obtaining price increase information from vendors/local suppliers for input to requests. 3. Performs support for ongoing program activities: o Reviewing information received to ensure that proper authorization on invoices and expense claims and that supporting documentation has been provided for invoices and expense claims. o Providing advice to newly-arrived and departing CBS on procedures for completing a variety of documentation, such as bank account forms, VAT and post release documentation, ensuring accuracy and forwarding forms to the appropriate areas o Collecting and safeguarding funds, issuing official receipts, completing bank deposit slips and depositing funds in mission bank account. o Providing information to other sections of the mission regarding electronic deposit received in the mission bank account o Facilitating entry of financial data in the e-banking system and the cheque production from IMS printer o Ensuring proper distribution of mission cheques o Monitoring closely the balance of the mission bank accounts and preparing the required documentation for funding request from Canada 4. Responds to requests from clientele by: o Providing an initial point of contact for suppliers and other stakeholders (bank, Tanzanian ministries and authorities, etc.) o Contacting suppliers and stakeholders to resolve problems concerning invoices and receipts on instruction from supervisor.