Secretary/Accountant of the Cooperation and Cultural Action Service
| Location | Dar es Salaam, Tanzania, United Republic of |
| Date Posted | June 24, 2023 |
| Category | Accounting Administration Embassy Management Secretary |
| Job Type | Contract |
| Currency | TZS |
Description
VACANCY NOTICE – FRENCH EMBASSY IN TANZANIA, DAR ES SALAM
Job title : Secretary/accountant of the Cooperation and Cultural Action Department
Desired start date : August 1 , 2023
Duration of contract : fixed-term contract of one year renewable, with a trial period of three months.
Context: The Cooperation and Cultural Action Service (SCAC) is responsible for all of the embassy’s cooperation actions, with the exception of economic cooperation. It intervenes and oversees collaborative projects, particularly in the fields of higher education, research, health, learning French, gender, gender equality, climate, protection of biodiversity, agriculture, inclusion, human rights, governance, media. The SCAC also manages the French government scholarship program and technical cooperation with the EAC. The cooperation and cultural action adviser supervises the Arthur Rimbaud French school and monitors the activities of the Alliances françaises of Dar es Salaam and Arusha in conjunction with the respective management committees.
Supervision : The secretary/accountant of the SCAC is placed under the direct hierarchical authority of the adviser for cooperation and cultural action (COCAC) and under the general supervision of the head of diplomatic post or his representative.
Terms of reference of the position :
The successful candidate will have the following main responsibilities:
| 1. Ensure all the secretarial tasks of the SCAC | |
| · | Schedule COCAC internal and external work meetings; |
| · | Keep the shared agenda of the SCAC up to date and amend it according to needs (changes of place or schedule) and availability by integrating external constraints such as travel times and available means of transport; |
| · | Ensure the telephone reception of the SCAC and the taking of telephone contact details and messages; |
| · | Regularly update the “contacts” database, in particular from professional business cards given out during meetings and/or lists sent by partners; |
| · | Format the letters according to the different models in place within the Embassy (in French and English) and the supervision of their distribution; |
| · | Classify and archive the letters and files of the SCAC (in liaison with the person responsible for the general archives of the embassy and according to the standard filing plan); |
| · | Program and organize logistically the missions of SCAC staff (flight and accommodation reservations, liaison with reception structures); |
| · | Coordinate the transmission of information between the SCAC and all Embassy departments. |
| 2. | Ensure the accounts of the SCAC and the liaison with the General Administration Service (SGA) |
| · | Prepare COCAC expense reports following missions |
| · | Assist the COCAC in the programming and monitoring of annualized and multi-annual credit envelopes; |
| · | Enter expenditure commitments and payment requests in specific accounting software; |
| · | Collect and verify, in agreement with the attachés and the COCAC, the financial statements of the projects; |
| · | Monitor SCAC expenditure and prepare with the COCAC the various management meetings on cooperation programs (mid-management and year-end); |
| · | Prepare grant decisions, agreements and various documents for signature by the authorizing officer by |
based on existing models;
- Ensure the establishment and regular updating of financial dashboards and expenditure monitoring indicators (especially for multi-year projects).
- Contribute to the implementation of the Embassy’s communication policy
- Ensure the timely translation of articles or documents related to the activities of the Embassy (French / English);
- In conjunction with SCAC colleagues, participate in the regular updating of the Embassy’s website for the “cooperation” section;
- Maintain regular contact with the French School and the Alliances Françaises to cross-reference and update information;
- And in general, perform other tasks necessary for the proper functioning of the service on an ad hoc basis.
NOTE: During certain events organized by the embassy in the evening, the person recruited, as well as the entire team, may be asked to contribute to the smooth running of operations. Overtime hours worked may be recovered.
Expected skills:
- Good command of the main IT tools (Word, Excel, Powerpoint, database manager, accounting software) and social networks;
- Organizational skills and attention to detail in the execution and follow-up of tasks;
- Ability to independently manage multiple tasks;
- Excellent command of French and English, both written and spoken; · Knowledge of Swahili would be a plus.
Professional experience :
- A minimum of three years of professional experience in positions of a comparable nature is required (administration, school, French Institute or French Alliance, embassy, company, NGO, etc.);
- Prior knowledge of the principles of administrative correspondence and French public accounting would be an asset.
Training :
- Executive assistant BTS or equivalent, or
- BTS in accounting/management or equivalent, or
- Bilingual secretarial diploma (French/English), or
- Diploma attesting to the mastery of the various skills mentioned in this job description · Or proven professional experience with references from previous employers.