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
- Develop, maintain, update programs calendar of activities and communicate to the program director and staff on the calendar of activities.
- Support the program Director in monitoring the implementation of the program calendar of activities
- Compile, maintain, update and communicate appointment inventories for the program staff.
- Disseminate information e.g. to other departments, FCUs, and other organizations,
- Develop, maintain ,update and circulate contact list of all program related stakeholders
Documentation
- Record proceedings and write reports in program meetings, workshop and events.
- Assist the program Director and program staff in following up matters arising from program meetings and workshops
- Assist the program Director in developing schedule of activities for directorate staff and activities
- Develop and Maintain program documents inventory and record keeping system for the program Directorate
- Assist DOP and program staff in formatting, printing and disseminating (as directed) and reports and correspondences
Logistic support
- Facilitate preparations of program meetings ,workshops and events in collaboration with program staff
- Providing logistics support by collecting purchase quotations, purchasing consumable supplies.
- Arranging Hotel bookings, transport and other logistics requirements for DOP, program staff and program consultants.
- Controlling the daily DOP Petty cash at the HQ
- Managing the office of the DOP
Professional Office Practice
Protect the reputation and integrity of others through strict confidentiality.
Position Requirements:
- Advanced Diploma in Office Management Secretary/ Office administration
- A minimum of 5 years experience in office management and administration functions/Personal Assistant
- Experience within the program environment will be an added advantage.
- Masterly communication skill in Swahili and English
- Demonstrated experience and command in writing skills preferably minutes and reports writing
- 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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