Personal Assistant To The Vice Chancellor

Muhimbili University of Health and Allied Sciences is inviting applications from suitably qualified Tanzanians to be considered for employment to fill the following vacant posts:-
1. Personal Assistant To The Vice Chancellor

a) About the Job.
Job holder is expected to have personal Administrative talent to support and report directly to the Vice Chancellor to provide executive support in a one-on-one working relationship. The Personal Assistant serves as the primary point of contact for internal and external undertaking on all matters pertaining to the office of the Vice Chancellor . The Personal Assistant also serves as a liaison to the Council and Senior Management teams; organizes and coordinates external relations efforts; and oversees special projects in which Vice Chancellor has directed. The Personal Assistant must be creative with a lot of innovations and hardworking . The ideal individual must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Personal Assistant will have the ability to work independently on various assignment, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion

Required qualifications
Holder of at least Master’s degree in Public Administration, Business Administration majoring in Corporate Management or Governance, Mass Communication and Publicity, Business Management or equivalent from a recognized higher learning institution..
Superior skills in Microsoft Office ( Outlook, Word, Excel, Power Point and keynote) and Adobe Acrobat.
Must have very good command in English and profound writing skills

Experience: Seven (7) years working experience in similar post , three (3) of which must have come from Senior Level in a reputable institution

Duties and responsibilities:
Providing Personal Assistant and administrative support principally for the Vice-Chancellor
Manage the Vice-Chancellor’s diary on daily basis
Logging, processing and disseminating correspondence as far as the Vice Chancellor’s undertaking is concerned.
Drafting standard correspondence; producing letters, papers, reports and other documentation to the highest standards of presentation;
Advance planning and logistical support for meetings (e.g. preparation of weekly schedules of visits and meetings, chasing agendas, briefing papers etc);
Acting as the first point of contact in the Vice-Chancellor’s office for all internal and external enquires by telephone and in person. These enquiries are frequently of a confidential and/or sensitive nature and requires understanding and discretion
Responsible for arrangement of the Vice-Chancellor’s national and international travel requirements including arrangement of hotel accommodation, cars/taxis as required; managing all travel using the University approved travel providers via electronic booking system; researching and reserving domestic and international flight reservations; ensuring that VISAs are applied for when required.
Follow up of payment of the Vice-Chancellor’s expenses; processing of invoices using the University’s financial system.
ix) Manage the Vice-Chancellor’s Board room meeting
Manage, maintain and update the Vice-Chancellor’s and the Chancellor’s Christmas card database for the Vice-Chancellor’s approval; prepare timely mailing schedule and dispatch.
Preparation of guest lists coming to the Vice Chancellor for the Vice-Chancellor’s approval.
Provide support to the Vice-Chancellor when high impact VIP guests are received at the University
Reviewing communication directed to the Vice Chancellor and where appropriate either summaring , responding , initiating , fact-finding and or referring the matter to the appropriate University officials.
Perform any other duties as may be assigned by a competent officer of the University.

GENERAL CONDITIONS FOR ALL POSTS:
Applicants must attach an up to date current Curriculum Vitae (CV) having reliable contact postal address, email address and telephone numbers.
Applicants should apply on the strengths of the information given in this advertisement.
The title of the position applied for should be written in the subject of the application letter and marked on the envelope.
Applicants must attach their detailed relevant certified copies of Academic certificates/transcripts as follows:
Postgraduate Degree/First Degree/Advanced Diploma, Diploma/Certificates as the case may be.
Post graduate Degree/ First Degree/ Advanced Diploma/ Diploma/ transcripts as the case may be.
Form IV and Form VI National Examination Certificates- All applicants.
Computer Certificates where applicable.
Professional Certificates from respective boards where applicable.
One recent passport size picture and copy of birth certificate.
Form IV and Form VI result slips are strictly not accepted. Presentation of forged academic certificates and other information in the CV will necessitate to legal action.
Applicants currently employed in the public service should route their application letters through their respective employers.
Applicants should indicate three reputable referees with their reliable contacts.
Certificates from foreign Universities should be verified by Tanzania Commission for Universities (TCU) or National Acreditation Council for Technical Education (NACTE) for foreign non degree certificates
Women are highly encouraged to apply.
Only shortlisted candidates will be informed about the date for interview.

APPLICATION INSTRUCTIONS:

APPLICATION LETTERS SHOULD BE POSTED OR HAND DELIVERED TO THE FOLLOWING ADDRESS on or before 4.00 p.m on 15th July 2015 (i.e. Deadline for receiving applications)
THE DEPUTY VICE CHANCELLOR, PLANNING, FINANCE AND ADMINISTRATION,
MUHIMBILI UNIVERSITY OF HEALTH AND ALLIED SCIENCES – MUHAS,
P.O. BOX 65001,
DAR ES SALAAM.