Administrative Officer at JHPIEGO Tanzania

Jhpiego Tanzania Jobs 2023

Administrative Officer
Administrative Officer at Jhpiego May, 2023
Posted Date (5/25/2023 9:25 AM)
Job ID 2023-5191
Location TZ-Mwanza
Category International Positions
Employment Status Full-Time

Overview
The Administrative Officer is responsible for maintaining the Jhpiego
Administrative office including to ensure cleanliness, functioning phone
system, maintaining telephone contact information, and ensuring prompt
and timely assistance to all visitors, coordinate on local, regional and
zonal travel, Hotel bookings and other administrative issues. The
Administrative Officer will also assist with other like
sending/receiving couriers, ensuring mail is picked from the post office
and other office support tasks as needed. This position is open to
Tanzanian nationals only and the applications will be received by 8th
June, 2023.

CHECK SCHOLARSHIPS OPPORTUNITIES TO STUDY ABROAD CLICK HERE!

Responsibilities
Office Management and Operations

• Provide
  supervisory roles to other supportive staff including cleaners and
  security, to ensure timely delivery of day-to-day assigned duties.
• Ensure documents are properly documented and filed.
• Coordinate
  with procurement team to ensure that office running required items are
  available in time to support program and office undertakings, including
  monitoring of procurement plan
• Facilitate smooth day to day office running to ensure availability of all office requirements.
• Ensure
  good relationship between the organization and the partner over the
  phone and through e-mails when interacting with or visiting the regional
  Office.
• Maintain reception information/literature and keep the reception area tidy and welcoming.
• Acknowledge receipt of all incoming mails, invoices, register the same and channel to responsible official for action.
• Oversee proper running of utilities for the offices such as electricity, water and proper function of telephone lines
• Provide
  regular guidance/feedback to the Senior Operations Manager on the
  reception/front office issues/office management issues.
• Oversee
  the use and maintenance of the office equipment including the
  photocopier, binding machine to ensure that they are in working order
  and arrange for their repair and maintenance as needed.
• Follow up of service provider
• Manage safety and security of the building and assets.
• Ensure
  that all office equipment and work space properly maintained and
  serviced follow up with vendors for after sale service and maintenance.
• Assume other responsibilities, as assigned.

Recommended:

Hotel Management:

• Assist
  in arranging local and regional staff travel, which includes hotel
  bookings, airport transfers, arranging for travel advances, making hotel
  reservations as needed.
• Consolidate the list of hotel, renegotiating the rate, and update the contracts
• Manage the hotel agreement by making sure they are updated on time and have the list uploaded at my.jhpiego.org
• Make close follow up of statement reconciliation monthly
• Collect
  invoices and attach the relevant support documentation; responsible for
  preparing POs for hotel, work closely with VAT refunds.
• Request official receipts from vendors following payment or transfer made to them
• Work
  with Finance team to close all none paid PO from the QB on monthly
  basis; work with the Zone offices to make sure the PO are closed.
• Verifying all hotel listed, attach the relevant support documentation; responsible for preparing POs for hotel.

NEW TANZANIAN JOBS, INTERNSHIPS AND VOLUNTEERING OPPORTUNITIES 2023 (1,475 POSTS)

Required Qualifications

• University degree and/or college diploma and minimum 2 years relevant experience in related field
• Secretarial training and/or office management/operations training
• Proficient in the use of computers and Microsoft Office
• Proficiency in both written and spoken English
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
• Excellent organizational skills including the ability to handle a variety of assignments sometimes under pressure of deadlines.
• Be cooperative, hardworking, flexible & dependable.
• Ability to communicate effectively, instilling trust and confidence.