Office Administration Assistant

A highly organized and proactive individual who is responsible for providing daily administrative support ensuring the smooth functioning of our country office operations. Administratively assisting the Country Director and senior management team in managing correspondence’s, coordinate meetings, appointments, travel arrangements, prepare reports, presentations, and other documentations for meetings. Must be able to work closely with human resources manager and collaborate in ensuring office operations are run smoothly, manage employee records and welfare matters.

Job Location: Dar es Salaam, Tanzania

Key Responsibilities:

• Reception and Customer Services
• Record Keeping
• Procurement Process
• Report Preparation and Meeting Coordination
• Calendaring and Scheduling
• Networking
• On-site Visit Logistics coordination and Travel coordination
• Project Management Participation
• Office Administrative Support

Minimum Education And Work Experience

• Bachelor’s degree in sciences/arts/social science or related field.
• 2-3 years’ work experience in Office administration or secretarial work.
• Prefer: Work experience with NGO.

Minimally Required Job-Specific Competencies:

• Standard Office Equipment Operations: Advanced knowledge of telephone switchboard and standard office equipment, including printer, photocopying, postage, and binding machines.
• Procurement Practices and Guideline: Fundamental knowledge of best practices and standard for procurements.
• Logistics Practice and Guideline: Fundamental Knowledge of best practices and guidelines for logistics
• Meeting Coordination: Ability to schedule and coordinate meetings for staff
• Filling and record Keeping: Advanced skills in completing forms and filling documentation.
• Relationship Management: Ability to establish and maintain relationships with key stakeholders.
• Travel Coordination: Ability to coordinate travel plans for others.
• Office Systems: Ability to operate and maintain the office standard equipment’s.
• Mailroom Operations: Foundational knowledge of and ability to follow mailroom operations standards and guidelines.
• Mover Operations: Foundational knowledge of and ability to follow standards and guidelines when moving office furniture and boxes.
• Construction Services: Ability to recommend and identify good office furniture upkeep and maintenances.
• Inventory Control Procedures: Foundational knowledge of ordering, receiving, and maintaining supplies at administrative level.
• Records Retention: Ability to follow guidelines for organizing and maintaining documentation.

Minimally Required Organizational Competencies:

Languages: Proven ability to use local language and English language.

Software Applications: Foundational knowledge of using MS Office software, including MS Word and MS Outlook.

Communication: Advanced oral and written communication skills

Sexual and Reproductive Health and Rights Services: Foundational knowledge of family planning and reproductive health principles, practices, and services, including program strategies and indicators.

Passion for Sexual and Reproductive Health: Demonstrated commitment to family planning, reproductive health services, gender, maternal, child health services, and eradication of harmful traditional practices.

Customer Service: Advanced customer service skills.

Organization, Planning and Multi-tasking: Advanced organizational and planning skills, project planning and management skills.

Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.

Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment.

Matrix Management: Ability to thrive in a matrixed organization

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