Administrative Officer Job Vacancy at International School of Tanganyika (IST), 2024

Overview

Job Title: Administrative Officer

Direct reports to: Principal

Department: Administration

International School of Tanganyika (IST)

 

An overview of the position:
Planning and logistical coordination are handled by the Administrative Officer for all secondary school field trips and IST-hosted special events. The Extended Studies Program (ESP) coordinator and the coordinator of athletics and activities will receive assistance from the Administrative Officer in organizing field trips that require staff and/or students to travel to other locations for school-sponsored events (both domestically and abroad). The Administrative Officer will also oversee the planning process for the ESP. Every field trip’s successful planning and execution is greatly aided by the Administrative Officer.

To efficiently manage every facet of trip planning, the administrative officer collaborates with the team of administrative assistants and other departmental managers. The Secondary School Principal, Vice Principal, or Activities Director may delegate support responsibilities to the Administrative Officer in order to aid in the planning of events that IST hosts. Provide marketing materials for excursions to college administration as needed. Preserve the privacy of the data.

Although the individual in this role is directly accountable to the secondary principal, they manage trip logistics in response to requests from a diverse range of educators and administrators. When organizing trips, the Administrative Officer will adhere to the guidelines provided in the Field Trip Procedures Handbook. At IST, the Administrative Officer will collaborate with the Head of Security, the Manager of the Accounts Department, and the Transportation Manager.

Preferred Education and Work History:

• Experience: more than ten years working as an administrative officer.
• A bachelor’s degree in business administration or a similar discipline at the very least.

Competencies for Professionals:

• Outstanding oral and written communication abilities.
• Self-driven and capable of working without direction.
• Understanding of health and safety, as well as kid protection.
• Strong problem-solving and customer service abilities.
• Outstanding interpersonal and organizational abilities.
• Expertise in managing public spaces.
• The capacity and willingness to work well with others in a collaborative setting.
• Quite successful at building relationships with a range of stakeholders.

Professional Qualities and Abilities:

• The capacity to evaluate circumstances and act appropriately in a range of procedural problems on one’s own, without direct supervision.
• The capacity to set priorities, organize tasks, and ensure punctuality for both oneself and others.
• Proficiency in handling a range of office gear and resources, including a copier, scanner, databases, Google Sheets, Forms, Documents, and Presentations.
• The capacity to build and preserve productive working relationships with people encountered while carrying out necessary tasks.
• The capacity for professional and successful oral and writing communication.
• The capacity to create and manage a range of data collecting, reference, and recording systems;
  The capacity to comprehend and successfully implement a range of intricate instructions in particular circumstances.
• The capacity to guide and show direction for a group.
• Proficiency in organizing meetings and training sessions for team members of secondary support staff.
• Understanding of financial record-keeping procedures and techniques.
• Adherence to appropriate office procedures that enhance customer service and productivity.

Accountabilities:
The following will be an administrative officer’s main duties:

• In order to implement the Extended Studies Program (ESP) successfully.
• Assist the Secondary Leadership Team in making sure that the IST Mission and the ESP Program’s ethos are upheld at the destinations of ESP trips.
• Create a schedule in collaboration with the secretaries and administration so that faculty members may efficiently organize the activities for ESP trips.
• Plan difficult, safe, and helpful excursions in collaboration with both new and current third-party trip providers. With the Accounts Department’s assistance, make sure service invoices are accurate and sent on time.
• Observe the directions and protocols provided in the Field Trip Procedures Handbook.
• Every year, update the ESP Trip website for students and parents.
• Oversee the trip selection procedure to guarantee that instructors and students go on the trip of their choosing, and resolve any problems that crop up to guarantee staff and student satisfaction.
• To assist with the logistical organization of all excursions (ESP, OEs, AsAs), as well as regional gatherings organized by IST (such as ISSEA Swimming 2025).
• Make sure the “Traveling Teams” Spreadsheet is accurate and contains all the information on the traveling participants.
• Make contact with families whose data is outdated or whose passport scans are missing from the school information management system.
• Give families, coaches, and other chaperones information about planned events and vacations by way of crucial travel paperwork.
• Gather and compile parental consent documents for a variety of excursions.
• With the assistance of the accounts department, work with the authorized travel agencies of the school to plan travel (such as flights) and the necessary billing.
• Make the appropriate bus and ferry reservations for land and sea transfers in collaboration with the transportation manager.
• To arrange transportation for friendly matches to or from IST, collaborate with the ASA Assistant.
• Help with ground transportation (e.g. ISSEA, GISS) for special events
• Adhere to the instructions and protocols provided in the Field Trip Procedures Handbook.
• Collaborate well with other assigned personnel in charge of an event that IST Secondary is hosting, such as the GISS Conference Coordinator.
• Collaborate efficiently with the Activities Department to guarantee that the Accounts Office manages payments, invoices, and reimbursements.

Before sharing any prepared paperwork (such as RAMS forms and trip approval forms) with the head of security, go over and organize it.

(a) Verify that every form is carefully examined before forwarding it to the Vice-Principal for assessment and approval, and then to the Head of Security.

At the conclusion of the academic year, review and update the Field Trip Procedures Handbook.

Before releasing an updated version of the handbook, make sure all of its sections are accurate and comprehensive. You should also discuss any suggested modifications with the principal and get their consent.
to make sure the Handbook is updated prior to the start of the upcoming academic year by collaborating with secretaries and administration.

Make sure that the school calendar includes the trips.

(a) Assist the secretaries and administration in making sure the travel schedules for that academic year are appropriately reflected in the school calendar.

Carry out any additional tasks that the principal assigns you.

How to Submit an Application

Please send any questions or applications to facultyrecruitment@istafrica.com.