Admin Assistant Job at Medical Teams International

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 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.

Qualifications and Experience:

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

How to Apply

All interested applicants who meet the criteria should email their application letter and CV in either PDF or Word only, including three work related referee to: [email protected]

Indicate your expected salary, current/previous salary, and notice period at the bottom of your CV.

Indicate clearly the position applied for in the subject line” Admin Assistant”.

Application Deadline: 11^th of February 2022 at 1700HRS.