Administrative Assistant Internat USAID / T-MELA

Administrative Assistant Internat USAID / T-MELA

Administrative Assistant Intern 

USAID / T-MELA

Internship

Dar es Salaam

MELA is designed to ensure USAID’s activities in Jordan achieve their intended results through monitoring and evaluation, strategic assessments, and CLA.

POSITION TITLE: ADMINISTRATIVE ASSISTANT INTERN

Office Location: Tanzania – USAID T-MELA Office, Mwai Kibaki Rd. 395 Ursino Building, 4th Floor –

Morocco, Kinondoni, Dar es Salaam – Tanzania.

Contact: Please send your application by e-mail to ([email protected])

Deadline: 8th November 2024.

Position Location: Dar es Salaam, Tanzania

Reports to: Operation Specialist

PROJECT OVERVIEW:

Background: On January 19, 2023, USAID/Tanzania awarded IBI a contract for the Tanzania Monitoring, Evaluation, Learning and Adaptation (USAID T-MELA) Activity. T-MELA is a four-year contract aimed at assisting the USAID/Tanzania Mission with strategy- and activity-level performance monitoring, evaluation, and learning. This activity will also provide data gathering and verification, data visualization (including Geographic Information Systems), data quality assessments, impact and performance evaluations, assessments, organizational learning, and collaboration among USAID’s implementing partners and DO teams. T-MELA has four components: i) Performance monitoring ii) Assessments and Evaluations iii) Collaborating, Learning and Adapting and iv) Capacity building for local M&E Organizations. The MEL Support Platform will also implement a capacity-building agenda for the mission, develop a baseline of M&E knowledge within the mission, and tailor a curriculum to provide skills development to mission staff.

Position Objective:

The Administrative Assistant Intern will be responsible for the T-MELA activity by supporting and assisting Operation, Finance and Administration Office activities:

Position Summary:

The Administrative Assistant Intern is responsible for assisting the office manager in managing the front desk, office supplies, organizing meetings, filing systems, and assisting with employee and client queries in the most efficient and timely manner, and to the standards and expectations of T-MELA staff and visitors. The role holder acts as the first point of contact and resource to all incoming guests and staff. S/he also provides collaborative day-to-day general office management, clerical, logistical and administration support.

Key Responsibilities:

Reception Services

• Ensure that the reception desk is always staffed (creating a duty roster incoming and outgoing – deal with any client, staff, visitor, and consultant requests, immediately if possible, referring to relevant personnel when necessary).
• Ensuring that the visitor reception area, front desk and compound are clean, tidy and arranged.
• Monitor front office equipment (telephones, computer, seating) and ensure it is always in good working order.
• Ensure efficient processing of courier deliveries, receipt of clients, documents, and correspondence; follow procurement procedures when receiving goods that are delivered by suppliers.
• Facilities Management & Maintenance
• Ensure that the office is always kept secure, liaising with the security guard to manage and ensuring that appropriate security measures are in place and functioning.
• Ensure that all routine maintenance is carried out to keep facilities/offices and conference room in a safe and attractive condition.
• Ensure all lights, Air Condition, Switches, Doors and Windows are closed and switched off before leaving the office in the evening.
• Liaise with the Office manager to ensure the provision of goods and services for the office.
• Assist in arranging conference room – chairs and table, work with cleaner to make sure conference is well kept in good condition all the time during meetings.
• Ensure that during meeting – catering services are in place on time and assist with all necessary need in the conference room before and after the meeting.

Travel Arrangements

• Assist operation office to ensure all bookings, travel and any other logistical arrangements are made.
• For arriving visitors, ensure that they are welcomed and provided with all necessary briefings/orientation; during their visit, check to ensure that all is going smoothly and provide support if necessary.
• Meetings & Events Management
• Support key meetings and events; by ensuring that all necessary logistical support is provided, such as extension cables, projector, flip chart, pens, notebook, marker pen etc.
• Ensure full understanding of the schedule of meetings and events that must be organised and the list of attendees for each one; (schedule meeting time – calendar)
• Provide support with the preparation, collation and circulation of agendas, documents printing, photocopying, scanning and other meeting resources.
• Support with taking minutes, keeping records, and maintaining proper files; especially ensuring that documentation associated with meetings is compliant.

Minimum Qualifications and Experience:

• Bachelor’s degree in public/business administration, or any related major relevant field from a recognised University.
• At least One (1) year experience in related positions.

Essential Experience, Knowledge and Skills

• Excellent MS Office knowledge. (MS Excel, MS Word, MS Power Point, Outlook etc.) or G Suite – (google sheets, google doc, slides etc)
• Outstanding organizational and time management skills.
• Excellent verbal and written communications skills. (Swahili & English)
• Discretion and confidentiality.
• Reporting skills

Competencies:

• Ability to work collaboratively with diverse stakeholders, including government agencies, international organizations, and local partners.
• Ability to manage multiple tasks and projects simultaneously, while meeting deadlines.

Professional Behaviour

• The candidate should work well with others and understand people from different backgrounds.
• They need to be open to feedback and manage changes.
• Being independent, yet a good team player is key.
• He/she should act ethically, and respect confidentiality.

Application Process and Deadline for Submission:

Interested candidates should submit their applications- a detailed CV and cover letter electronically to:([email protected] with the subject line of the position.

Please note: Only shortlisted candidates will be contacted for interviews.

Closing date for submission of applications is end of business day on November 8, 2024.

IBI is an equal opportunity employer and participates in E-Verify.

Tanzanian citizens and women are strongly encouraged to apply.