Administrative Assistant/Receptionist (1 Position)

The Community Health and Social Welfare Systems Strengthening (CHSS) Program is a five-year USAID funded cooperative agreement led by JSI Research & Training Institute, Inc. with consortium partners Initiatives Inc., the National Association of Social Workers, and World Education, Inc. The program will be implemented in 10 regions throughout Tanzania. The purpose of CHSS is to improve the health, well-being, and protection outcomes for HIV affected and other most vulnerable populations through strengthened linkages between the health and social welfare sectors. The guiding principles of CHSS are to promote gender equality, increase efficiencies in the use of resources, expand impact and sustainability, and increase accountability.

Position:                      Administrative Assistant/Receptionist (1 Position)

Reports to:                   Office Manager

Location:                      Position based in Country Office, Dar es Salaam

Job Summary

The Administrative Assistant/Receptionist is a full-time position based in Dar Es Salaam, Tanzania. S/he will provide administrative and logistics support services to personnel for the CHSS Program. S/he will be instrumental in the operation of the project office, and will be responsible for general secretarial duties.

Being the first face visitors are greeted with the individual will need to be friendly, knowledgeable and hospitable! S/he will report to the Office Manager.

Primary Responsibilities:

•       Assist with all aspects of administrative support to staff, directory maintenance, equipment inventory and storage;

•       Receive and answer fax/telephone calls/conference calls and greet all visitors using a professional and courteous manner and direct them to appropriate person;

•       Oversee office upkeep in terms of needed repairs and daily cleaning;

•       Assist with the management of travel arrangements for personnel and visiting headquarter staff, if applicable, including hotel bookings and airline reservations;

•       Create and manage JSI welcome packages for visitors;

•       Prepare and manage welcome materials for new staff including: orientation package, staff ID cards, business cards, office keys, telephone extensions and colleague contact information;

•       Manage office filing system and handling official documents confidentially;

•       Assist to arrange and coordinate staff retreats and office events;

•       Distribute office mail and send out mail/packages to the appropriate hosts and couriers;

•       Set-up and maintain a computerized tracking sheet for all correspondence sent from personnel to other staff and partners;

•       Help in the organization of conferences/retreats with maintaining schedules and ordering food; and

•       Perform other tasks as required by the Office Manager.

Desired Qualifications:

•       A holder of Diploma in Secretarial duties with at least two years’ experience in an administrative role or equivalent position ;

•       Ability to manage office equipment like computers,fax machines and projectorsExperience working for an NGO preferred;

•       Good filing and secretarial skills;

•       Proficient in Microsoft Word, Excel, and PowerPoint software;

•       Ability to multi-task with a high level of accuracy and attention to detail;

•       Excellent written and verbal English skills;

•       Strong communication and interpersonal skills; and

•       Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.

Mode of Application:

Channel your application letter together with CV to the below email address not later than Sunday, December 7, 2014.

Email Address:  CHSS.Recruitment@gmail.com

Only candidates meeting the minimum requirements will be contacted. If you have not heard from us within 3 weeks after the closing date, kindly assume that your application was not successful.

JSI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D