Administrative Assistant - ICAP Mwanza (1 Post)

Published by Jobstanzania on 4:04:00 pm

ICAP at Columbia University is a non-governmental organization operating in Tanzania since 2004, with funding from the PEPFAR through the U5, Centers for Disease Control and Prevention (CDC).ln collaboration with the Ministry of Health and Social Welfare (MoHSW), ICAP supports quality, comprehensive;family-focused HIV prevention, care and treatment services athealth facilities and communities in Mwanza and Kagera .A key aspect of the program is to build the capacity of the MOHSW, at the national and sub-national levels, and indigenous CBO/NGOs to manage ,HIV programs including financial, administrative, program management and technical advisory skills. The program has employed competent, dynamic individuals with programmatic understanding, clinical background as well as public health management knowledge in implementing the program objectives. Since April 2014 in Mwanza City, ICAP has been implementing an outreach-based harm reduction/HIV prevention program to key populations, including people who inject drugs (PWID), MSM, Sw. Starting in October 2015, ICAP is expanding its programming for key populations Of SW and MSM as well as targeting priority populations (PP) of adolescent girls and young women (AGYW) aged 15-24 among the general population in both Mwanza and Kagera with community-based HIV prevention interventions.

Position Title: Administrative Assistant (1 Position)

Reports to: Assistant Program Coordinator, Mwanza
Location: Mwanza
Travel: May require minimal (up to 20%) travel in intervention regions

Overall Job Function:
The person will work within the key population program based in Mwanza.This position is responsible for managing all office and administrative related tasks.

Specific responsibilities and duties:
Front Desk:

  • Attend visitors and handling all incoming calls
  • Making and keeping record of all outgoing local and international calls
  • Sorting and routing all incoming mails and materials
  • Maintaining the front desk and making sure is in good and smart order
  • Responsible for dispatch of all office mails and packages via post office, hand delivery and courier, and maintaining a log book for all outgoing and incoming mails and packages
  • Ensuring that all office telephone and fax lines are working properly every day
  • Supervising and ensuring proper and economic use of all office facilities and stationeries and placing weekly stationeries request from staff as well as monthly
  • stationery orders to procurement as needed
  • Manage office equipment (scanner, printer, computers, WIFI and air conditioner) for repair and maintenance;
  • Coordinate the conference room usage schedule and its appearance.
  • Ensuring cleanliness of kitchen supplies and availability of kitchen supplies
  • Ensure office security; office is properly locked daily with security codes and maintaining the key register; security guards present; attend any emergency security calls Admin Support
  • Coordinate travel arrangements including ordering tickets for flight, boats and bus. Arrange accommodation and airport pickups.
  • Performs duties as petty cash custodian; receives, handles and manages cash for routine purchases made at the Mwanza office level
  • Process monthly utilities (such as hotel, cleaners' payment bills, electricity, etc)
  • Maintains and submits petty cash log, approved patty cash disbursement forms and petty cash requests to DSM/Finance department;
  • Manage inventory of materials, ordering/procurement and store keeping
  • Supervises quality of service offered by vendors working under contract and manages invoices for office services (water delivery, cleaning and security services);
  • Assist in logistics planning of training and meetings/conferences; collecting invoices; purchases supplies and materials, participates in handling cash advance and submitting cash reconciliation;
  • Fleet Support
  • Keeping records and track renewal of vehicles insurance and road license renewals. .
  • Oversee and process invoice for fuel, repair and vehicle maintenance and process insurance claims in case of accident damages.
  • Conduct monthly check of vehicles log books and vehicle inspection.
  • Keep management advised of developments and changes related to the ICAP fleet
  • Supervise drivers, including conducting annual performance appraisals
  • Ensure proper staffing and the use of overtime hours for the drivers to maximize the effectiveness of the administration department.
  • Organize parking for staff and organization vehicles.

Perform any other related duties as assigned by supervisor.

Required qualification, knowledge and skills:

  • Certificate or advance diploma or equivalent; degree will be added advantage
  • Minimum 1 year experience a similar position; preferred experience working with donor-funded international organizations
  • The candidate should be fluent in both English and Swahili
  • Computer literacy is an added advantage.
  • Must be a Tanzanian Citizen.

How To Apply:

Applicants should send their application letter and CV by January 15, 2016 by email, mentioning the post applied for as a subject line to >>  icap-tz-hr@columbia.edu 

Only short listed applicants will be contacted. Please do not attach any certificates when submitting online.

ICAP is an equal opportunity employer; women and people living with HIV/AID5 are encouraged to apply.

Deadline: 15 January 2016

Details Source: Daily News, 5th January 2016



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