Program secretary

Reports to: Director of Programmes (DOP)

Department: Programmes

Duty Station: BMAF Head Office, Dar Es Salaam

Overall Purpose of the Job: Undertake program administrative functions , and secretarial functions to the directorate of programs.

Key Roles and Responsibilities:

Communication coordination

  1. Develop, maintain, update programs calendar of activities and communicate to the program director and staff on the calendar of activities.
  2. Support the program Director in monitoring the implementation of the program calendar of activities
  3. Compile, maintain, update and communicate appointment inventories for the program staff.
  4. Disseminate information e.g. to other departments, FCUs, and other organizations,
  5. Develop, maintain ,update and circulate contact list of all program related stakeholders

Documentation

  1. Record proceedings and write reports in program meetings, workshop and events.
  2. Assist the program Director and program staff in following up matters arising from program meetings and workshops
  3. Assist the program Director in developing schedule of activities for directorate staff and activities
  4. Develop and Maintain program documents inventory and record keeping system for the program Directorate
  5. Assist DOP and program staff in formatting, printing and disseminating (as directed) and reports and correspondences

Logistic support

  1. Facilitate preparations of program meetings ,workshops and events in collaboration with program staff
  2. Providing logistics support by collecting purchase quotations, purchasing consumable supplies.
  3. Arranging Hotel bookings, transport and other logistics requirements for DOP, program staff and program consultants.
  4. Controlling the daily DOP Petty cash at the HQ
  5. Managing the office of the DOP

Professional Office Practice

Protect the reputation and integrity of others through strict confidentiality.

Position Requirements:

  1. Advanced Diploma in Office Management Secretary/ Office administration
  2. A minimum of 5 years experience in office management and administration functions/Personal Assistant
  3. Experience within the program environment will be an added advantage.
  4. Masterly communication skill in Swahili and English
  5. Demonstrated experience and command in writing skills preferably minutes and reports writing
  6. Excellent computer skills in a Microsoft Office Tools and record keeping skills.

HOW TO APPLY

BMAF is an equal opportunities employer and these positions are open to all, but ONLY qualified candidates should submit a CV and a cover letter explaining how the experience detailed in the CV, will contribute to the requirements of the position and references to BMAF.

Applications to be submitted to: The Human Resource and Administrative Manager, BMAF, P. O. Box 76274, Mkapa Pension Towers, 3rd Floor, Wing B, Azikiwe Street, DAR ES SALAAM. Or Email: info@mkapahivfoundation.org

Closing date: 25th May 2011.

If you have not heard from us within 3 weeks after the closing date, you can assume that your application was not successful.

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