Administrative Officer - Pathfinder International

POSITION DETAILS
Position Title:	Administrative Officer	Office Location:	Dar-es-Salaam
Supervisor Name:	TBD	Supervisor Title:	Associate Director for Human Resources and Administration.
New or Replacement:	New	Replacement for:	NO
Full or Part-Time:	One year Contract	Project End Date:	December 31,2017
Candidate Identified:	NO	Date Posted:	November 21,2016
JOB DESCRIPTION
Pathfinder Overview.
Pathfinder International is a global leader in sexual and reproductive health. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, ensure availability of safe post-abortion care, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve.
Program Overview .
Pathfinder has had a presence in Tanzania since 1960 when it supported the founding of the Tanzania Family Association (UMATI). In the 1980s Pathfinder began a long term partnership with a broad cross section of agencies and organizations focused on RH/FP for the development of a FP Community Based Distribution Program.  The CBD program prospered throughout the 1990 and in 1995 a Pathfinder Country Office was opened in Dar es Salaam. Since then the program has increasingly expanded to support the Tanzanian government in the response to the HIV/AIDS epidemic and to repositioning family planning.  Pathfinder is seeking highly motivated and self-driven staff to join a dynamic team to support its integrated programs.  These include, but are not limited to: Integrated Family Health (e.g., FP/RH, HIV/AIDS Prevention, Care and Treatment, and Maternal, Neonatal and Child Health), Community Engagement, Health Systems Strengthening, Human Capacity Development and Quality Improvement base in Dar es Salaam.
Position Purpose
Under the direct supervision of the Associate Director for Human Resources and Administration this position provides administrative and secretarial support for various office departments. In addition to typing, filing and scheduling, performs duties such as, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.
Key Responsibilities
Works closely with the Head of departments to carry out a range of activities to support project administration. Performs administrative and complex administrative duties to ensure the smooth and efficient operation of Project, including the effective management of their complicated schedules and calendars. Attends programmatic and strategic meetings for minutes taken and report writing. Assumes major responsibility for communications, both written and electronic including letters and announcements. Assumes primary responsibility for the travel arrangements and completion of travel-related documentation for staff and other senior department staff. Provide research support to the senior management team in preparation for special meetings, presentations, and events.  Under the direction of the various head of departments, collects material for and prepares special project papers as needed. Assists in documenting current work, innovations and successes, and lessons learned related to Pathfinder projects through a variety of mechanisms, including presentations, program descriptions, and fact sheets. Participates in country support team meetings and other unit and departmental meetings and trainings as required Types and proofreads correspondence, reports, and other materials. Provides administrative support in arranging meetings and seminars, hotels, travel and appointments, teleconferences. Collaborates with the Office Manager and other project staff. Answers routine correspondence and composes complex correspondence as necessary. Completes various forms, including: purchase requisitions, shipping requests, requests for absence, travel expense reports, requests for payment, consultancy agreements, work orders etc. Opens and distributes mail; forwards correspondence to appropriate personnel for action:
Basic Requirements.
·         Bachelor degree required ·         Two years or above of hands on administration support experience ·         Knowledge of operating standard office equipment.
Preferred Qualifications.
·         Strong MS Word and Outlook skills required. ·         Exceptional organizational and communication skills, both spoken and written. ·         Ability to build and maintain professional and communicative relationships with staff, and representatives of outside organizations. ·         Ability to work independently and ensure confidentiality. ·         Demonstrated interest in family planning and women's issues ·         ability to prioritize projects and strong problem solving skills Interested applicants are requested to submit their CV, including contact details for 3 references, and a covering letter explaining why you are best suited for the position before the close of business on December 2, 2016.  Applications should be addressed to the Associate Director for Human Resources and Administration, Pathfinder International, PO Box 77991, Dar es Salaam or sent via e-mail to Tanzania-jobs@pathfind.org stating the position being applied for in the subject line.   Only short-listed candidates will be contacted.