The Ariel Glaser Pediatric AIDS Healthcare Initiative Administration Assistant Jobs in Tanzania

The Ariel Glaser Pediatric AIDS Healthcare Initiative Administration Assistant Jobs in Tanzania

Purpose of Post:

The Administration Assistant is responsible to administer and oversee essential administrative activities in Mara office.

Responsibilities and Tasks:

  • Welcome all visitors and ensure that they sign the visitors Book.
  • Ensure that all visitors are correctly referred and attended to on professionally manner and that at all times there is someone at the reception.
  • Answer/redirect telephone calls, taking messages, receive/assist visitors and ensure that the Switchboard is manned at all times.
  • Maintain reception information/literature, man fax and general email service and handle unsolicited requests for employment.
  • Keep the reception area tidy and welcoming during office hours and ensure always there is someone at the reception.
  • Monitor the official stamp usage to avoid personal usage.
  • Acknowledge receipt of all incoming mails, register the same and channel to responsible official for action.

    Administration:

  • Facilitate Hotel and flight booking for staff.
  • Ensure office and kitchen supplies are available and issued as per AGPAHI procedures and requirements.
  • Manage project office petty cash and ensure petty cash payment requirements and procedure are adhered/followed.
  • Maintain the Staff movement board at the reception to ensure that the daily whereabouts of staffs are recorded.
  • Prepare Admin weekly status reports and send to HR and Admin Officer every Monday.
  • Coordinate cleanliness and organization of office premises and surroundings.
  • Oversees the use and maintenance of the office equipment including the photocopier, fax, binding machine to ensure that they are in working order and report of any default.
  • Oversees proper running of utilities for the building such as electricity, water and proper function of telephone lines.
  • Organize for receipt
    and delivery of mail / sends and receives faxes.
  • Carry out other secretarial duties as assigned by the HR and Administration Officer, which may include: Maintaining contact database, maintaining resource library, hotel and air reservations, drafting letters, program report consolidation, and other duties as needed and appropriate.
  • Any other relevant duties as assigned by HR & Administration Officer

    Experience & Education:
  • Diploma or Bachelor’s degree in Public Administration, or equivalent.
  • 2 to 3 years of experience in Administration related activities

    Skills & Abilities:
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships with AGPAHI partners.
  • The ability to multi-task and to react productively to change and lead by example.
  • A demonstrated commitment to high professional ethical standards and a diverse workplace.
  • Ability to work independently and with professional discretion.
  • Excellent writing, editing, grammatical, organizational skills
  • Excellent management, time-management, and problem-solving skills.
  • Proficiency in Windows, including MS Word and Excel

    How to Apply
  • Interested candidates should submit a cover letter and CV (not exceeding four pages) and names and contact information of three referees before close of business on Wednesday 17th July 2019 to the Human Resources and Administration Manager, Ariel Glaser Pediatric AIDS Healthcare Initiative, by e-mail to recruitment@agpahi.or.tz
  • Please mention the title of the position in your email subject and do not attach any document other than the CV and cover letter.
  • AGPAHI is an equal opportunity employer, only shortlisted candidates will be contacted.
  • For more information and job application details, see; The Ariel Glaser Pediatric AIDS Healthcare Initiative Administration Assistant Jobs in Tanzania

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