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12 Sep 2019

Administrative Secretary at Wildlife Conservation Society

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The Wildlife Conservation Society of Tanzania (WCST) is a non-governmental, non-profit making and a membership-based organization registered in Tanzania. WCST is one of the oldest local NGO established in 1987 with an overarching goal of conserving Tanzania’s flora, fauna, and the environment. Since 18/07/2019, the Society is registered under the terms and conditions of NGOs Act, 2002. The Society works closely with the government of the United Republic of Tanzania, public and private institutions, other NGOs, general public and other stakeholders including local and international development partners to realize her objectives.

WCST envisions that the variety of life forms (biodiversity) continues to be valued and conserved as an integral part of our natural heritage for the generations to come. Its mission is to conserve Tanzania’s wildlife and its environment for the benefit of mankind.

The Society is seeking to recruit dynamic, committed, well-organized, hard-working, qualified, and experienced individuals to fill the two (2) volunteer positions below: 

Position: Administrative Secretary

Administrative Secretary will report to Deputy Chief Executive Officer of the Society and his/her will generally ensure that administrative operations of the Society run smoothly. .

Key Job Responsibilities and Duties
• To ensure that each document received is properly processed, filed and retrieved when requested.
• To perform secretarial services, typing, and photocopying, editing or formatting documents in an organized fashion. To coordinate and organizing appointments, and perform other office duties in the WCST’s office as will be directed by your supervisor.
• To undertake receptionist duties for guests of the Society and any other activities which might be required to assist in the smooth running of the WCST’s Office.
• To screen, answer and forward telephone calls, as well as other forms of correspondence. They are in charge of transferring callers to the appropriate member of staff, as well as ensuring that only relevant calls go through.
• To monitor the number of office supplies available in their office, as well as ordering replacement supplies as necessary. This can involve taking inventory, keeping records of supplies purchased and purchasing new supplies.
• To handle members/customers’ complaints, redirecting members/customers to the appropriate department or officer, scheduling meetings with members/customers and recording members/customers queries.
• To perform any other lawful duties assigned by your supervisors from time to time

Minimum qualifications
• Applicants should possess at least an Ordinary Diploma in Secretarial Studies or any other related course from a recognized Academic Institution.
• Must be attentive to detail and possess high-levels of Communication skills, Computer proficiency, Customer service skills, and Organizational skills.
• Must be fluent in both written and spoken Kiswahili and English Languages.
• WCST’s Members will be given priority

Position: Deputy Chief Executive Officer 
The Deputy Chief Executive Officer will work in close partnership with the Chief Executive Officer in providing leadership across the Society and ensuring that internal governance, planning, policies, and systems enhance Society’s capability and capacity. .

Key responsibilities

• Lead and provide Senior Executive direction to a substantial program, portfolio of programs, or portfolio of functions across the Society, shepherd and negotiate budgets, agreements (incl. proposal contracting), set performance expectations, and monitor and evaluate performance outcomes to contribute to the achievement of Society’s objectives and outcomes.
• Contribute to the development and implementation of strategic plans and decisions by the Chief Executive Officer, and participate as a member of the Executive, to achieve the Society’s objectives and service outcomes.
• Serve as back up to the Chief Executive Officer and Deputize for the Chief Executive Officer during periods of absence, and in relation to specific matters, issues or elements of Society operation as delegated from time to time by the Chief Executive Officer, ensuring a consistency of approach and decisions which align with the Society’s objectives.
• Provide expert advice and recommendations to the Chief Executive Officer on strategic and day to day operational imperatives including the implications of major policy decisions, Society resourcing and performance, and strategies for managing critical incidents.
• Develop and maintain effective working relationships with a diverse range of internal and external stakeholders and nurture effective strategic partnerships to identify changes in member base and demands and new sectoral developments which impact on the strategic positioning of the Society and achievement of both short and long term goals.
• Create, foster and manage effective relationships with WCST’s members and ensure the highest standards of customer service are maintained, close contact with every member is achieved and maintained, members’ needs are well understood and translated to inform the development of WCST’s policy and that member services are responsive, proactive and consistently delivered.
• Represent the Society, developing and sustaining positive proactive relationships with community and/or stakeholders locally and internationally to identify trends, leverage knowledge, and intelligence, and fully inform Society strategic decision making processes.
• Conduct annual performance reviews and monitor the day-to-day performance of Secretariat staff in implementing their duties and the Society’s goals and take immediate and appropriate remedial actions as directed by available instruments.
• Design innovative conservation projects and provide support during the development of project proposals, carefully review and edit proposals to ensure adherence to donors’ guidelines, WCST’s internal processes and standards of quality.
• Perform any other lawful duties assigned by the Chief Executive Officer or higher organs from time to time.

Minimum qualifications
• Applicants should possess at least a Master’s Degree in Wildlife Management, Conservation Biology, Ecology, Forestry, and Environmental Management, Natural Resources Management, or any other related field from a recognized Academic Institution. Applicants holding a Ph.D. or ABD status will have an added advantage.
• Applicants should have at least 5 years of work experience in project, business, or non-profit management; experience in proposal development, budget development, grant writing and management, and reporting.
• Demonstrated understanding of and commitment to wildlife conservation and environmental management.
• Must have strong time management, problem-solving and analytical skills and the ability to innovatively contribute to thinking on a broad range of wildlife and environmental issues.
• Experience in resource mobilization, project and/or programme design, working and interacting with multiple partners and stakeholders.
• Must be attentive to detail and possess high-levels of Communication skills, Computer proficiency, Customer service skills, and Organizational skills.
• Must be fluent in both written and spoken Kiswahili and English Languages.
• WCST’s Members will be given priority.

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      Method of Application

Please submit your application by the 20th of September 2019. Your application should include a detailed CV containing the contact information of three referees, a cover letter, and academic certificates. Please submit your application package to the Chief Executive Officer through our email ( [email protected] ). Please note that only shortlisted applicants will be contacted. For more information please contact us via the contact information provided in the footer of this document.

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