VACANCY ANNOUNCEMENTS

 The Ariel Glaser Pediatric AIDS Healthcare Initiative (AGPAHI), an affiliate of Elizabeth Glaser

Pediatric AIDS Organization (EGPAF) is Tanzanian led and managed national organization focusing largely on HIV and AIDS and other related health programs. AGPAHI implements all its programs in collaboration with Tanzania Government Entities through the Ministry of Health, Community Development, Gender, Elderly and Children (MoHCDGEC) and President’s Office – Regional Administration and Local Government (PO RALG) and other stakeholders. AGPAHI supports the provision of high-quality HIV and other health services and ensures that efforts are well-integrated into existing regional and district health systems.

PURPOSE

The Ariel Glaser Pediatric AIDS Healthcare Initiative (AGPAHI) intends to recruit an Administration Assistant for Mwanza office.

Position: Administration Assistant

Reports to: HR & Administration Officer

Duty station: Mwanza

The Administration Assistant is responsible to administer and oversee essential administrative activities in Mwanza office.

RESPONSIBILITIES AND TASKS:

Reception

 Welcome all visitors and ensure that they sign the visitors Book.

 Ensure that all visitors are correctly referred and attended to on professionally manner and that at all times there is someone at the reception.

 Answer/redirect telephone calls, taking messages, receive/assist visitors and ensure that the Switchboard is manned at all times.

 Maintain reception information/literature, man fax and general email service and handle unsolicited requests for employment.

 Keep the reception area tidy and welcoming during office hours and ensure always there is someone at the reception.

 Monitor the official stamp usage to avoid personal usage.

Mail Administration

 Liaise with the Logistics Officer in distribution of official mails.

 Acknowledge receipt of all incoming mails, register the same and channel to responsible official for action.

 Administer incoming and outgoing documents and parcel couriers

Secretarial Duties

 Maintain and control office supply, stationery, and kitchen supplies for Mwanza office.

 Oversee and facilitate hotel, transport logistics and other travel needs for AGPAHI Staff and official visitors.

 Organize and assist with travel arrangements for all official travelers

 Manage key vendor relationships with local hotels and Travel Agency

Property and Equipment Management

 Oversee the use and maintenance of the office equipment including the photocopier, fax, binding machine to ensure that they are in working order and arrange for their repair and maintenance as needed.

 Oversee proper running of utilities for the building such as electricity water and proper function of telephone lines.

 Oversee and manage the cleaning of the building and the surrounding.

 Manage safety and security of the building and assets.

 Ensure Mwanza Office storerooms are organized and clean.

Other Duties

 Assess Admin policies and procedures on an on-going basis to identify and propose new policies or changes as needed, in addition to monitoring the implementation of existing Admin policies to ensure they are being properly adhered to.

 Any other relevant duties as assigned by Human Resources & Administration Officer

Qualifications, Skills and ability

 Educational background relevant to fulfillment of the duties and responsibilities as described above(University/college degree on related field is required)

 2-3 years’ experience as an Office Administrator.

 Strong interpersonal skills

 High quality written & oral communication ability

 Strong supervisory skills

 Strong computer literacy

 Previous experience in working with NGO sector will be an added advantage

Supervision:

 Supervises office Assistants.

HOW TO APPLY

Interested candidates should submit a cover letter and CV (not exceeding four pages) and names and contact information of three referees before close of business on Wednesday 27th SEPTEMBER, 2017 to the Human Resources and Administration Manager, Ariel Glaser Pediatric AIDS Healthcare Initiative, by e-mail to recruitment@agpahi.or.tz Please mention the title of the position in your email and do not attach any document other than the CV and cover letter.

Submission can also be dropped physically or by post in the address below:

Ariel Glaser Pediatric AIDS Healthcare Initiative

Plot 372, House No. 7 Chole Road (Near Coco Beach)

P.O. Box 38252 Dar es Salaam

AGPAHI is an equal opportunity employer, only shortlisted candidates will be contacted.