JOB SUMMARY

Responsible for overseeing office activities including assisting visitors, managing phones and handling mail. Assists HR Department and other departments upon request and directly manages Office Cleaner

JOB RESPONSIBILITIES

Greets and directs visitors; answers phones and screens incoming calls; provides advice to callers and visitors, coordinates with others both within and outside of the organization on a variety of non-routine matters.
Arranges and coordinates meetings (including space and equipment); assembles and coordinates meeting materials, writing minutes of meetings, prepares requisitions and expense forms and makes travel arrangements.
Using a personal computer, formats and types a full range of correspondence, reports, drafts etc. Proofreads for content; edits using knowledge of grammar, punctuation and spelling.
Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews reference materials and manuals.
Maintains time and staff attendance records; assists in assessing, preparing, requesting, and monitoring the office needs and supplies cost (e.g., sourcing vendor for petty cash purchases, verifies prices for different items) and prepare necessary support documents for related activities as required.
Maintains an inventory of supplies, office upkeeps and equipment, orders supplies when necessary, completes, processes and maintains paperwork for purchasing and distribution (e.g., orders, requisitions, invoices, distribution list etc.).
Supports HR Department on a full range of recruitment activities which includes posting job adverts, receiving and screening applications, sending an invitation to candidates, gathering of necessary documents for an interview process etc, and managing different HR documents as required.
Supports, guides, monitors staff attendance and adherence to Medical Teams Tanzania rules, regulation and policies, this includes leaves, check in and check out time, conducts, office hygiene and general health safety.
Supports finance team of petty cash management this includes preparation of petty cash reports, retirements etc.
Ensure staff are informed of and adhere to MTI Code of Conduct, PSEA policy and other HR policies and procedures by providing trainings, access to print materials and responding to enquiries.
Monitors movement of office utilities such as electricity and water consumption and preparing necessary documents for replenishing.
Assist all departments with admin related tasks upon request including copying, filing, arranging meetings, taking minutes, etc.
Supports in meal preparation of staff meal and coordinates and supervises office and surrounding cleanliness.
Support departments in organising and coordinating internal and external events including invitations, venue set up, catering, accommodation etc.
Facilitate onboarding processes to ensure all new staff are informed of MTI policies and benefits, job duties and equipped with tools to perform their job.
Update contacts and directories as needed
Coordinates program and projects, meetings and trainings as needed.
Maintains and tracks staff work related essentials including airtime and staff identification cards.
Coordinates and ensures office maintenance and repair needs in offices are met.
Maintains employee information by entering and updating employment and status-change data.
Provides secretarial support by entering, formatting, and printing information; organizing work; answering the telephone; relaying messages; maintaining equipment and supplies.
Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.
Assist on another task as assigned by the supervisor

EDUCATION, LICENSES, & CERTIFICATIONS

Degree in Social Sciences, Human Resources Management, Business Administration, Public Administration, Organization Psychology from recognized institution.
Certificate in Secretarial management is an added advantage

EXPERIENCE

At least 2 years experience in a similar
Experience working with INGOs and in emergency operations/refugee camps is an added advantage
Female Candidates are encouraged to apply
KNOWLEDGE, SKILLS & ABILITIES

Skills, Knowledge and Abilities

Proficiency using the Internet as a research tool.
Expertise using Microsoft programs, including Word, Excel, Power Point, Teams and Outlook.
Excellent administrative and organizational skills.
Ability to manage multiple and competing priorities and work well under pressure.
Excellent administrative and organizational skills.
Ability to communicate and relate respectfully with a diverse stakeholders and staff.
Experience composing grammatically correct correspondence, and editing drafts to correct grammar, spelling and punctuation.
Able to create, plan, develop, and implement tasks to further organization goals.
Excellent punctuality and attendance.
Ability to exercise independent judgment to solve operational problems.
Commitment to provide accurate, efficient and friendly service to staff and stakeholders.
Flexible especially in situations which require a high degree of sensitivity, tact, and diplomacy.
Ability to set up and maintain Excel spreadsheets; the ability to setup Access databases and maintain detailed records for easy access and tracking.
Ability to maintain confidentiality of highly sensitive information
Ability to support MTI Calling and adhere to the MTI Code of Conduct

PHYSICAL CONDITIONS

Tools and Equipment Used

Requires frequent use of personal computer, including word processing, database programs; calculator, telephone, and copy machine.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is required to walk; climb stairs; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, and arms.
The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires occasional travel to health facilities located in remote areas with very basic living conditions.

The noise level in the work environment is usually moderately quiet.
The employee may be required to travel to remote areas where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.