Administrative Assistant at IST

Dar es-Salaam full time

Job description

Title:  Administrative Assistant

Category: (cf Policy 5.101) Administrative Management and Technical Support

Reports to: Director of Teaching and Learning

Department: Teaching and Learning

Summary of the Role

 Reporting to the Director of Teaching and Learning, the Administrative Assistant will be responsible for providing administrative support to ensure efficient operation of the department.

Preferred Qualifications and Experience

 (a) Experience: 5+ years’ experience in administration;

 (b) Must have an advance diploma in administration;

Professional Competencies:

(a) Language Skills: Ability to communicate fluently verbally and in writing in English. Ability to respond to common inquiries or complaints from students, parents, staff or members of the community. Ability to read and interpret documents such as handbooks, manual and procedure manuals.

(b) Computer Skills: Proficiency in the usage of database software, internet software, e-mail and word processing software. Ability to proficiently use the following programs strongly preferred: Google Suite and Adobe Acrobat. Ability to type accurately and proficiently.

(c) Sound decision making, solutions focused, knowledge of child protection and health and safety.

(d) Other Skills and Abilities: Ability to appropriately communicate with students, teachers, parents, members of the community and others including vendors, law enforcement and other agencies. Ability to exercise good judgment and work in an environment with constant interruptions.

 Personal Attributes:

 (a) Collaborative team player, empathetic listener

(b) Integrity and confidentiality

(c) Strategic thinker, able to convert vision into action

(d) Internationally minded, emotional intelligence

(e) Intercultural awareness, creative, persuasive

 (f) Flexible and capable of managing growth and instilling high standards

 (g) Adept in multilingual settings, spirited, pioneering, professional and nurturing


The primary responsibilities for Administrative Assistant for Teaching and Learning will be:

 (a) Curriculum and instruction:

    ● Prepare curriculum resources such as curriculum and resources maps, standards/benchmarks for teachers

● Proficient with Learning Management System (i.e. SEQTA) to update curriculum documents.

● Update curriculum files and all related documents pertaining to curriculum

● Create charts/documents as needed

● Make international orders for Office of Teaching and Learning

 ● Support with school wide CIS/MSA/CESS/IB accreditation process

● Use IBIS website ○ Register students for the IB DP / MYP

 ○ Upload IB assignments to IB e-coursework

○ Gather and distribute examination resources ○ Assist with IB results issues

 (b) Professional Development

● Support preparation of presentations to the faculty for Professional Development

● Arrange for facilities set-up for professional development workshops

● Special events (i.e. AISA PLIs Weekend Workshops or conferences)

o Arrange for setting up venue with equipment, desks, supplies, banners and food/beverage

o Arrange hotels, transportation, and food for the workshop consultants

o Collect all receipts for consultants and prepare payment requests

o Prepare certificates for all participants

 o Prepare workshop budget with the DoTL’s assistance

● Manage Professional Development requests for foreign faculty

o Register participants for ASIA PLIs & IB events

o Process payment for registration invoices o Assist faculty with with travel plans (i.e. hotel and flights)

 ● Track personal Professional Development of foreign faculty

o Prepare documentation for recertification as request (

c) External Testing:

● Manage school wide assessments (i.e. MAP) o Create CSV files for MAP

o Assist Test Coordinator as needed

o Prepare Student Results for distribution. (Grades 3-10) o Proctor test

o Mangame make-up sessions

 ● Data collection

 o Download MAP data to Google Drive

o Prepare MAP data for Learning Management System

(d) Special projects:

 ● Perform other duties as needed by PYP/MYP/DP Coordinators or Director of Teaching and Learning

Perform any other duties as designated by the Director of Teaching and Learning


Applications and enquiries should be directed to staffrecruitment@istafrica.com before Close of business on Thursday 31st August, 2023

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Job Summary

Published On: Aug. 24, 2023, 6:01 a.m.

Vacancy: 1

Job Nature: full time

Location: Dar es-Salaam

Dead Line: Aug. 31, 2023

Company Detail

At International School of Tanganyika, our mission is to challenge, support, and inspire our students to fulfil their potential and improve the world. Founded in 1963, IST has been working with expatriate and Tanzanian families for 60 years. Our longevity and strong international reputation has been developed through effective partnerships with our local community, strong academic results, and a well-balanced curriculum, which allows students to explore their passions and interests. IST has many strengths as a school community: a rigorous academic curriculum, experienced and devoted faculty members, strong parent support networks, excellent facilities and a belief in a balanced educational program. Our greatest strength, however, is our commitment to the individuality of each child we serve. The recognition of each child’s unique self guides all that we do, and is central to our ability to reach our mission.