Projects Administrative Support Officer

From Mwananchi of 11th December 2013.

Aga Khan University (AKU-TIHE) invites applications for the following position, based in Dar es Salaam, Tanzania:

Job Purpose:

To provide administrative and logistical support to the office of Projects, Grants and External Relations to run efficiently.

Terms of Reference

The Project Administrative Assistant shall be responsible for, but not limited to, the following:

Setup and maintenance of files and a filing system in accordance with the current projects and applicable project instructions for financial and technical documentation and reports

Manage a project filling system, on-line and hard copy to support efficient and effective project documentation and reporting Take minutes as may be required during Projects Office meetings

Draft correspondences, presentations and support the preparation of reports, presentations, as required. Follow-up on correspondences and outstanding requests for action.

Coordinate for Project Teams, course participants, AKU-IED links and others.

Responsible for organizing project meetings and the set up to be used in those meetings (e.g. resources, making room bookings) at AKU-IED and, as appropriate, off-site in the locations where we work facilities utilized by the project team at the head office as well as site offices

Provide admin support for donor and funder groups visiting AKU-IED and projects

Provide communications (phone and dongle) coverage for Project team as required especially during field trips Facilitate documentation issuing processes.

Assist the office of the Senior Manager, Projects and Project M&E team with document distribution, scanning, copying, etc. Assemble or assist in assembling relevant reference data and documentation as necessary.

Arranging for and following up the purchases of projects related items.

Requesting and following up on project team related contracts and other documentation. Liaise and coordinate with other relevant departments for audit and M & E purposes. Undertake any other requirements of the project as required.

This position reports to the Director, AKU-IED, through the Senior Manager, Projects, and Grants & External Relations.

Education and Experience Required:

Bachelor's Degree in relevant area, Master's preferred Minimum 3 years administrative office support experience. Projects Administrative experience preferred.

Skills Required:

Effective computer skills; Microsoft Office Software,

Effective communication skills both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company. Effective analytical and problem-solving skills.

Ability to write good reports

Ability to multi-task effectively in a busy work environment Positive and can do attitude

Application Instructions:

Please send your application comprising a cover letter addressing the selection criteria, a current CV, and contact details for two professional referees to

Human Resources Office, AKU-TIHE,

PO Box 125

Dar es Salaam,

or email them to link above.

Only shortlisted candidates will be contacted. Applications close: Friday 20th December 2013