Associate Administration Officer : Moshi, Tanzania at Elizabeth Glaser Pediatric AIDS Foundation

The Elizabeth Glaser pediatric AIDS foundation (EGPAF) supports Tanzania’s ministry of health and social welfare and other stake holder in the roll of and strengthening of a broad scale up to HIV programs through a district approach. The Elizabeth Glazer pediatric aids foundation (EGPAF) is a global leader in the fight against pediatric HIV and AIDS, working in 15 countries and at over 5500 sites around the world to prevent the transmission of HIV to children and to help those already infected. The foundation global mission is to implement HIV prevention care and treatment programs further advance innovative research; and to execute strategic and targeted global advocacy activities to bring dramatic change to the lives of millions of women, children and families worldwide.

Position Details
Job title: Associate Administration Officer
Location: Moshi, Tanzania.
Job grade: 4
Primary manager: Finance and Administration Officer

Job summary:
Associate Administration officer is responsible to assisting the administration of the front office and essential office services.

Essential Duties and Responsibilities
Reception
-Ensure that all visitors are correctly referred and attended to and that at all times there is someone at the reception
- Answer/redirect telephone calls, taking messages, receive/assist visitors and that the Switchboard is manned at all times
-Maintain reception information literature, man fax and general mail service,
-Keep the reception area tidy and welcoming during office hours
-Maintain the notice board at the reception and update the information on notice board
Mall & Invoice Administration
- Liaise with the driver in charge of the mailing function and assist in the administration of the weekly courier. Receive and distribute mail accordingly
- It should read coordinate payment process as in the field offices they don't have P&L rather finance ensure all utility bills are received on time and payment processed time TTCL, Zantel, Knight Support etc.
- Assist various departments to send out parcels and documents and follow up on receiving the same from different couriers recommended by the office,

• Secretarial Duties
-Send & receive faxes
- Prepare daily staff attendance record and send to Dar Office and Admin Manager on monthly basis
-Update staff extension list and distribute to staff on monthly basis
- Carry out other secretarial duties as assignee by the FAO Admin Manager

• Office Equipment
-Assists to oversee the use and maintenance of 'the office equipment including thephotocopier, fax, binding machine to ensure that they are in working order and arrange with Dar Office and Administrative Manager for their repair and maintenance.
• Stores and cleanliness of the building
-Maintain EGPAF stores and ensure that all materials in the stores are well sorted out and arranged at all times
-Conduct store inventory and prepare monthly stationery order;;
-Ensuring that the building.is clean and organized at all times,
-Liaise, with various key staff to ensure that the materials brought to the store are distributed accordingly

• Other duties
-Provide administrative support to other departments in the operations as requested,
-Provide back up to Admin Assistant, day guard and admin manager when out of office i

• Required Qualifications
-Educational background relevant to fulfillment of the duties and responsibilities described above (secondary certificate and a college level of education is preferred)

Knowledge, Skills & Abilities
-At least 2 years' experience as a receptionist and administration duties
-Previous experience in working with international NGOs is an added advantage.
-Strong interpersonal skills
-High quality written & oral communication ability
-Strong computer literacy
-Friendly disposition
-Fluent reading, writing, and speaking, in both Kiswahili and English

APPLICATION INSTRUCTIONS:

EGPAF Is an equal opportunities employer and the position is open to all. Qualified dates should. Submit a CV, cover letter and relevant Certificates explaining how experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.
Submission to be sent to:

Senior Human Resource Manager,
Elizabeth Glaser Pediatric Aids foundation,
P.O.Box 1628, e
Halle Selassie Road Plot # 8 & 10,
Dar Es Salaam, Tanzania.

Closing date: Marc 4th 2016
Only Short listed candidates will be contacted