Location: Mwanza
Title: Administrative Assistant
Reports To: Senior Administrator
Department: Administration
Duty Station: Mwanza
Classification: Full-time, one-year contract (renewable) / Professional
Position Summary:
To work as part of the team to provide a range of operational and administrative functions to ensure the smooth running of the office.
Main Duties and Responsibilities:
Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Open, sort, and distribute incoming correspondence. Is overall in charge of receiving and dispatching correspondence
File and retrieve corporate documents, records, and reports.
Greet visitors and determine whether they should be given access to specific individuals.
Prepare responses to correspondence containing routine inquiries.
Perform general storekeeping and warehouse duties; keep records of daily incoming and outgoing stock
Prepare agendas and make arrangements for committee, board, and other meetings.
Make travel and accommodation arrangements for executive director and Baylor – Tanzania staff and visitors as requested.
Coordinates the execution of events under the office including meetings, workshops and other work- related gatherings.
Compile, transcribe, and distribute minutes of meetings.
Manage and maintain executives' schedules.
Set up and oversee administrative procedures for the offices and/or organization
Supervise cleaners.
Any other duties as may be assigned by supervisor.
Person Specifications:
Administrative/Secretarial Certificate or Diploma from a recognized college
Proven ability to work independently with minimum supervision
Exposure to International NGO working environment
At least 5 years Experience working in a busy office supporting the executive level
Ability to work with people of different cultures
Excellent calendar management skills and the coordination of complex executive meetings.
Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
Experience scheduling travel arrangements for management
The ability to work sometimes under pressure, remaining flexible, proactive, resourceful and efficient with a high level of professionalism and confidentiality.
Excellent written and verbal communication skills, strong decision making ability and attention to detail.
The Ability to solve problems, take initiative and plan the tasks
Must be exceedingly well organized and flexible
Title: Administrative Assistant
Reports To: Senior Administrator
Department: Administration
Duty Station: Mwanza
Classification: Full-time, one-year contract (renewable) / Professional
Position Summary:
To work as part of the team to provide a range of operational and administrative functions to ensure the smooth running of the office.
Main Duties and Responsibilities:
Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Open, sort, and distribute incoming correspondence. Is overall in charge of receiving and dispatching correspondence
File and retrieve corporate documents, records, and reports.
Greet visitors and determine whether they should be given access to specific individuals.
Prepare responses to correspondence containing routine inquiries.
Perform general storekeeping and warehouse duties; keep records of daily incoming and outgoing stock
Prepare agendas and make arrangements for committee, board, and other meetings.
Make travel and accommodation arrangements for executive director and Baylor – Tanzania staff and visitors as requested.
Coordinates the execution of events under the office including meetings, workshops and other work- related gatherings.
Compile, transcribe, and distribute minutes of meetings.
Manage and maintain executives' schedules.
Set up and oversee administrative procedures for the offices and/or organization
Supervise cleaners.
Any other duties as may be assigned by supervisor.
Person Specifications:
Administrative/Secretarial Certificate or Diploma from a recognized college
Proven ability to work independently with minimum supervision
Exposure to International NGO working environment
At least 5 years Experience working in a busy office supporting the executive level
Ability to work with people of different cultures
Excellent calendar management skills and the coordination of complex executive meetings.
Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
Experience scheduling travel arrangements for management
The ability to work sometimes under pressure, remaining flexible, proactive, resourceful and efficient with a high level of professionalism and confidentiality.
Excellent written and verbal communication skills, strong decision making ability and attention to detail.
The Ability to solve problems, take initiative and plan the tasks
Must be exceedingly well organized and flexible
APPLICATION INSTRUCTIONS:
If you are qualified and wish to join Baylor – Tanzania, Apply in confidence by submitting an application letter, a detailed CV, relevant copies of your certificates, and the names and contact information for three referees should be addressed to:
1. Senior Administrator, Baylor College of Medicine Children’s Foundation – Tanzania
P.O. Box 5208 Mwanza, Tanzania (For Mwanza applicants)
2. Senior Administrator, Baylor College of Medicine Children’s Foundation – Tanzania
P.O. Box 2663 Mbeya, Tanzania (For Mbeya applicants )
An electronic copy of ONLY the application letter and CV should also be sent via APPLY NOW below (For both Mbeya and Mwanza applicants)
Application should reach Baylor – Tanzania no later than July 31, 2015.
Only successful candidates will be contacted
1. Senior Administrator, Baylor College of Medicine Children’s Foundation – Tanzania
P.O. Box 5208 Mwanza, Tanzania (For Mwanza applicants)
2. Senior Administrator, Baylor College of Medicine Children’s Foundation – Tanzania
P.O. Box 2663 Mbeya, Tanzania (For Mbeya applicants )
An electronic copy of ONLY the application letter and CV should also be sent via APPLY NOW below (For both Mbeya and Mwanza applicants)
Application should reach Baylor – Tanzania no later than July 31, 2015.
Only successful candidates will be contacted
Administrative Assistant - Baylor Tanzania
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