CEO'S SECRETARY POSITION

The Media Council of Tanzania (MCT) is an independent, voluntary and non-statutory body with the objective of promoting freedom of the media and ensuring the highest professional standards and media accountability in the United Republic of Tanzania.
MCT is implementing a four-year Programme Strategy (2012 - 2015) that aims at expanding the perimeters of freedom of expression and of the media as well as promoting professionalism and accountability in order to ensure that the Tanzanian media contributes effectively to the country's development and democratic processes.
As part of implementation of this Strategy, MCT is strengthening its programme activities as it expands its services and engages more stakeholders and partners in delivering quality service and products. Now MCT would like to recruit competent Tanzanians to fill the vacancies below
Responsibility:
Reporting to the Human Resources and Administrative Manager you will have overall responsibility of providing administrative/ executive support related tasks such as conducting background research, handling sensitive information requests, preparing correspondence, receiving visitors, scheduling meetings, maintaining and priotizing the chief executive officer's diary. You will be capable of working under minimum supervision, pro-active and ready to propose initiative.
Specific duties
Manage Executive Secretary's (ES) official diary (arranging and scheduling meetings or appointments) and work load, support the Executive Secretary to be on top of his responsibilities;
Manage information and communication flow between the Executive Secretary's Office (ESO) and staff and external parties;
Manage Executive Secretary Office unit budget and support Executive Secretary to ensure timely implementation of ESO work plans;
Ensure all Executive Secretary Office files and documentation (physical and electronic) are well organized and complete;
Ensure the office of the Executive Secretary is neat and pleasant and has the required supplies including refreshments, stationery and equipment;
Prepare and monitor implementation of the Executive Secretary Office weekly plans;
Maintain a register of reference numbers for the Council's outgoing mail;
Review and scrutinize all key documents submitted to the Executive Secretary for quality, accuracy and compliance with policies and standards;
Undertake basic correspondence and attend to telephone and ESO visitors;
Organize logistics of meetings for MCT Management Team, Governing Board, Board Committees, Board of Trustees, Donors and all ES visitors;
Respond to and follow-up phone calls, emails and fax;
Prepare and dismbute dockets, reports, letters, and minutes from Executive Secretary office;
Prepare and monitor budgets and expenditures for MCT Governance section
Manage Executive Secretary diary regarding directorship in other organizations and CSO's;
Prepare background briefs for upcoming Executive Secretary meetings and external official engagements;
Conduct searches to find needed information to keep the Executive up to date on things that are relevant and important to the Council using such sources as the Internet.
Update and follow up delegated tasks to ensure progress to deadlines;
Check deadlines on incoming requests and put preliminary work into play;
Maintain hard copy and electronic filing system.
Ensure proper arrangement of the Executive Secretary Il~ air & surface travel, hotel and rental cars as may be necessary
Contribute effectively to planning, monitoring and reporting of MCT's work;
Carry out other duties as may be assigned.

Follow up with designated managers to ensure timely op preparation and sharing of governance and other high level meeting minutes

Key Qualifications and Experience:
Diploma in Secretarial studies or Public Administration from a recognized institute.
Minimum three (3) years of secretarial experience.

Competencies:
Knowledge of administrative and clerical procedures and
systems;
Excellent communications and computer skills.
Excellent interpersonal skills to deal with personalities;
Excellent attention to detail;
Excellent calendar management skills, including the coordination of complex executives meetings; » Oral and written communication skills;
Tact, discretion and respect for confidentiality;
Reliability and honesty;
Team working skills
Time management skills.

APPLICATION INSTRUCTIONS:

detailed CV with email address, telephone number, copies of relevant certificates/testimonials and names of professional referees or

submit it along with their application through the address below

HR and Admin. Manager, Media Council of Tanzania, PO Box 10160,
Dar es Salaam. hand deliveries at MCT offices located in mwenge, along Coca cola Road, Josam House, Block B, Office SUite 12.