Administrative Assistant 7/ Office Coordinator

Organization Overview

The International Health Division is committed to the improvement of health and healthcare delivery around the world.  Serving both the public and private sectors, our efforts include health policy research and evaluation, health promotion and disease prevention, health finance, and health systems management.  Our impact is felt in policies that ensure healthcare access for women, children, and individuals with special needs, in strengthening health infrastructures, and HIV/AIDS solutions.

Project Overview

The USAID-funded PMI AIRS (Africa Indoor Residual Spraying 2) Project supports the President’s Malaria Initiative (PMI), as well as USAID Missions and Bureaus with malaria programs outside the PMI focus countries, in planning and implementing IRS programs with the overall goal of reducing the burden of malaria in Africa by enhancing USAID’s ability to implement IRS programs on the ground through cost-effective commodities procurement and logistics systems, access to technical expertise, and implementation of IRS in countries affected by malaria.

Under the supervision of the Mwanza Office Manager, the Administrative Assistant 7 / Office Coordinator supports the office operations and procurement functions of the AIRS2 Project in Tanzania.

Specific duties and responsibilities include the following:

• Assist in planning logistics for meetings/seminar/trainings, providing the location and materials, as well as supervising the process of paying per diem and snacks/meals.
• Ensure the proper use of goods, materials, and equipment at the office.
• Perform general clerical duties, to include but not be limited to photocopying, scanning, faxing, filing and mailing.
• Assist the Procurement Manager in performing procurements, including distributing solicitations, gathering quotes and requesting invoices.
• Control stock of office supplies.
• Ensure timely settlement of office bills by communicating upcoming payment needs to the Mwanza Central Office.
• Manage/track petty cash transactions and receipts
• Assist drivers and other district staff in the process of completing Timesheets and completing Advance and Travel Expense Reports.
• Check the process of filling in logbooks by motorists and summarize in Excel for tracking fuel usage.
• Oversee vehicle maintenance.
• Keep records of all documents received.
• Make logistical arrangements for project staff as needed.
• Make records of all calls made by the landline telephone and ensure that they are well received, stored and dispatched / distributed with adequate records.
• Greet, advise and escort guests.
• Prepare and send pouches to District Region(s) as needed.

Qualification requirements include the following:

• Secondary School (minimum), or Technical School Diploma, or Bachelors Degree in Administration, Management, Business, Social Science, or other relevant field (desirable).
• At least 3 years of relevant professional experience in office administration.
• Excellent knowledge and experience with Windows, Word, Excel, PowerPoint, and other data processing and graphical presentation software.
• Ability to independently plan and execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines and strategy highly desirable.
• Ability to assess problems and develop solutions.
• Excellent inter-personal communication skills and excellent organization skills.
• Preference for candidates who have experience that relates to USAID-funded projects or other international development experience.
• English language fluency.
• Positions are available in Bukoba, Musoma and Zanzibar.  Specify which position(s) you are apply for in your cover letter.

Abt Associates is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce. Abt Associates provides market-competitive salaries and comprehensive employee benefits. Local candidates strongly encouraged to apply.

Administrative Assistant 7/ Office Coordinator