OFFICE MANAGEMENT SECRETARY - 2 POSTS
18.1 REPORTS: TO THE ADMINISTRATIVE OFFICER
18.2 JOB PURPOSE:
To perform general secretarial and administrative support duties
18.3 KEY DUTIES AND RESPONSIBILITIES
• To type both and open and confidential letters/ matters
• Maintains a dairy of appointments for the executive, advising him of available time and reminding him/her of appointment as the requested.
• Receives all visitors with courtesy and decorum, ascertains the nature of the visitor’s business and relays information to the officer;
• Answers telephone calls and intercom, giving information to callers or routing calls to appropriate officials.
• Files minutes correspondence and other documents
• Assumes responsibility for ensuring that there is adequate efficiency in day to day operation of office functions e.g. supply of stationery cleanliness, decorum, dispatch and receipt of mail, messenger services and other related functions,
• Drafts letters of simple routine nature
• Attends to routine safari arrangements as instructed.
• Makes and confirms transport and hotel bookings for the executives. Relays oral messages and instructions from executives to other staff.
• Co – ordinates all office needs and requirements
• Takes proper care of facilities, equipment and documents.
• Performs other duties as may be assigned by his/her superiors.
18.4 QUALIFICATIONS, SKILLS AND EXPERIENCE
• Form IV Certificate with a Diploma in Secretarial Studies.
• Must have passed shorthand and Hatimkato 80 w.p.m with a certificate in computer with Windows, Microsoft Office, Internet, Email and Publisher from a recognized institution and have attended Management Development Course for Executive Assistants;
• At least six (6)years of practical working experience in public or any private reputable organization
• Excellent communication (writing and speaking) and customer care skills
• Ability to handle multiple tasks under pressure and produce timely results
• Ability to synthesise multiple instructions and communicate them properly
• Should be able to demonstrate high level of maturity
18.5 REMUNERATION
Attractive remuneration package in accordance with the Institution’s salary scale.
NB: GENERAL CONDITIONS
i. All applicants must be Citizens of Tanzania and not above 45 years old, however, should also observe the age limit for each position where indicated.
ii. Applicants must attach an up-to-date current Curriculum Vitae (CV) having reliable contact postal address, e-mail address and telephone numbers.
iii. Applicants should apply on the strength of the information given in this advertisement.
iv. The title of the position and institution applied for should be written in the subject of the application letter and marked on the envelope; short of which will make the application invalid.
v. Applicants must attach their detailed relevant certified copies of Academic certificates:
- Postgraduate/Degree/Advanced Diploma/Diploma/Certificates.
- Postgraduate/Degree/Advanced Diploma/ Diploma transcripts.
- Form IV and Form VI National Examination Certificates.
- Computer Certificate
- Professional certificates from respective boards
- One recent passport size picture and birth certificate.
vi. FORM IV AND FORM VI RESULTS SLIPS ARE STRICTLY NOT ACCEPTED
vii. Testimonials, Partial transcripts and results slips will not be accepted.
viii. Presentation of forged academic certificates and other information in the CV will necessitate to legal action
ix. Applicants for senior positions currently employed in the public service should route their application letters through their respective employers.
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x. Applicants for entry levels currently employed in the Public Service
should not apply, they have to adhere to Government Circular Na. CAC. 45/257/01/D/140 dated 30th November 2010.
xi. Applicants who have/were retired from the Public Service for whatever reason should not apply.
xii. Applicants should indicate three reputable referees with their reliable contacts.
xiii. Certificates from foreign Universities should be verified by Tanzania Commission for Universities (TCU)
xiv. Dead line for application is 17th December, 2012 at 3:30 p.m
xv. Applicants with special needs/case (disability) are supposed to indicate
xvi. Women are highly encouraged to apply
xvii. Only short listed candidates will be informed on a date for interview
xviii. Application letters should be written in Swahili or English
xix. APPLICATION LETTERS SHOULD BE POSTED TO THE FOLLOWING ADDRESS. HAND DELIVERY IS NOT ACCEPTABLE:
Secretary OR Katibu
Public Service Recruitment Sekretarieti ya Ajira katika
Secretariat, Utumishi wa Umma
P. O. Box 63100 S. L. P 63100,
DAR ES SALAAM. DAR ES SALAAM.
OFFICE MANAGEMENT SECRETARY
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