Job Title: Contracts
Administrator and Assistant to the Executive Director
Unit: Executive Director’s Office
Mandate: Regional
Salary Grade: 4
Reports to: Executive
Director
Supervises: Usually none, except as assigned by the
Supervisor
Location: Dar es Salaam
Overall Responsibility:
You will prepare,
manage, administer and keep track of all contracts at Twaweza on behalf of the
Executive Director in accordance with Policies and the highest standards of
quality, integrity and transparency. Until and when another person is appointed
in the role, you will also support the Executive Director to effectively
undertake his/her responsibilities and tasks.
Specific Responsibilities
Contracts Administrator
1.
Become thoroughly
familiar with all matters related to contracts at Twaweza, including policies,
standards, workflows, systems, authorization levels, filing, tracking,
management, and legal issues; so as to serve as an expert resource to all
others within the organization.
2.
Develop checklists
so as to be able to systematically assess all requirements are met, and help
promote understanding of contracts across Twaweza.
3.
Review contract
inputs submitted by Directors to ensure consistency with all quality standards
and requirements; if not provide guidance to how respective unit directors can
meet standards.
4.
Prepare final
contracts in accordance with standards in a timely manner, taking care to
ensure accuracy, particularly in relation to sensitive areas. For complex
contracts and upon the guidance of the Executive Director liaise with legal
counsel.
5.
Manage process of
contract signing by all parties (including witnesses) to ensure it is fully
executed.
6.
Ensure all contracts
are provided a number and recorded in the register set for the purpose and
carefully, promptly and securely filed in both physical and electronic files
maintained at the Executive Director’s office, and are easily and quickly
accessible when needed.
7.
Maintain an up to
date real time dashboard of the status of each contract in SalesForce,
including timely reporting, and implement effective systems to trigger
reminders and warnings for compliance.
8.
Prepare weekly and
monthly reports showing the health of contract administration, highlighting
timely compliance as well as issues that need attention. Work with respective
units to undertake close follow up where contract reporting is slipping.
9.
Ensure each contract
is formally ‘closed’ upon completion or termination and all applicable
requirements having been met.
10.
From time to time
review progress and compliance, learn lessons and improve practice, and
identify problems and make suggestions to the Executive Director on how to
improve contracts administration.
Executive Assistant
1.
Manage the Executive
Director’s schedule and workload; support the Executive Director to be ‘on top
of’ his/her tasks including meetings and work travel.
2.
Manage information
and communication flow between the Executive Director’s office and staff and
external parties, including correspondence, telephone and visitors.
3.
Support the
Executive Director in relation to his/her leadership of the senior management
team functions and communication, including preparations for monthly SMT meetings
and weekly brief updates, as well as preparation for weekly Idea Huddles.
4.
Assist the Executive
Director to prepare well for Board and donor meetings, including ensuring that
Board meetings, logistics and papers are well prepared on time.
5.
Review and scrutinize
key documents, correspondence and management reports reaching the Executive
Director for quality, accuracy and compliance with policies and systems and
advise accordingly.
6.
Draft letters and
undertake basic correspondence on behalf of the Executive Director.
7.
Systematically
review policy and procedures compliance at Twaweza, including by undertaking
spot checks at the direction of the \executive Director.
8.
Ensure files and
documentation (physical and electronic) for Executive Director’s office are well
organized and completed on time.
9.
Support other directors
and senior staff upon request of the Executive Director.
10.
Advise and support
the Executive Director on other work related issues as needed.
General Responsibilities
1.
Successfully
implement above responsibilities and assigned activities in work plans and
budgets, consistent with Twaweza Policies.
2.
Contribute
effectively to planning, monitoring, reporting and information dissemination of
Uwezo’s/Twaweza’s work.
3.
Collaborate with
Twaweza staff across units and countries in a spirit of mutual respect and
cooperation to get things done.
4.
Communicate your
work through active use of internal platform (SalesForce), electronic calendar
(Gcal) and being accessible on electronic chat (Skype) as per Twaweza requirements.
5.
Participate actively
in organization-wide learning and other joint activities.
6.
Comply with and
foster adherence to the established Twaweza values, policies, regulations,
guidelines and procedures.
7.
Undertake any other
lawful tasks as may be assigned by your Supervisor.
Core Qualifications
1.
A university degree.
2.
At least three
years’ experience related to your responsibilities.
3.
Excellent interpersonal,
organizational, reporting and management skills.
4.
Very good writing
skills in English and Kiswahili, with keen attention to detail.
5.
Excellent time
management skills, ability to work under pressure and deliver accurate results
quickly.
6.
Ability to be
discreet and safeguard confidentiality.
7.
Strong computer and
typing skills and use of computer ERP systems such as SalesForce.
Changes and Amendments:
This
job description may be amended by Twaweza after consultation with the employee
and the supervisor.
Application process:
To apply for this position, please submit your CV (max 4 pages) to jobs@twaweza.org, including a cover letter explaining your interests/motivations to work for Twaweza, and 2 samples of your written work and names of 3 referees,
in MS Word or PDF file. In the subject of your email write your name and the position
you are applying for.
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