Office Assistant at Aga Khan Foundation

Office Assistant at Aga Khan Foundation 

Aga khan Foundation Tanzania (AKDN)

Dodoma

Office Assistant will be responsible for day-to-day Office Administration activities of Tuinuke Pamoja Project, including office cleanliness, store management, front office operation and office logistics

Duties and Responsibilities.

Office Premises Cleaning

Utilize AKF’s customized cleaning checklist to perform all tasks to the standards established by the organization.
Maintain and ensure all internal and external environment are clean and well maintained. This includes:
Dust furniture, equipment, partitions and walls.
Clean and disinfect sinks, countertops, floors, toilets, mirrors, tables and chairs
Replenish supplies in restrooms, break rooms and kitchen.
Sweep, mop, vacuum and/or hand scrub floors using brooms, mops and vacuum cleaner.
Empty trash cans and recyclables into disposal areas.
Prepare and serve hot and cold beverages to staff and visitors as required.
Ensure that water of use in the building is always available and in case of shortage report for delivery to be made.
Identify potential safety or maintenance issues and communicate them to the supervisor.
Ensure the office is locked and secured after office hours.
Report any breakages, repairs that need to be done on office items.
Comply with all safety policies and procedures relating to performance of tasks, use of products or supplies at office and incidence reporting.

Reception /Administration Roles

Provide admin support to the Project Manager.
Checking inventory levels and ordering new supplies in addition to keeping the records updated
Physical check incoming materials against purchase orders/invoices and issue GRNs;
Coordinate office maintenance
Organizing business travel, itineraries and accommodation for staffs and ensure all payments are initiated in timely manner.
Printing and distribution of Tuinuke Pamoja Project reports, documents for internal and external use as directed.
Attend to visitors, telephone calls and other related correspondences.
Maintain electronic and hard copy filing system including retrieving documents from filing system and handle requests for information and data.
Respond, prepare and or modify documents including correspondence, reports, drafts, memos and emails.
Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors. Record, compile, transcribe and distribute minutes of meetings.
Coordinate and maintain records for staff, telephones, parking.
Perform general clerical duties including photocopying, filling and mailing
Schedule and coordinate meetings, appointments and travel arrangements for staff
Perform any other duties as assigned by the supervisor (s).

The requirements

Diploma or Certificate in Secretarial, Office cleanliness, Environment, customer care or related field
Experience in supporting development work and donor supported programs,
Capacity to use Computer applications
Good communication on both verbal and written and the ability to use both English and Swahili Languages.
Basic Administration skills
Flexibility and willingness to work long.
Attention to details.
Ability to organize and prioritize work.
Basic logistics knowledge.

Candidates interested in this unique career opportunity with AKF should submit a one-page cover letter and CV including the names and contact information of three professional referees
“AKF Is an Equal Opportunity Employer and is Committed to Safeguarding and Promoting the Welfare of Children and Vulnerable Adults and Expects all Staff and Partners to Share this Commitment.”

About the Agency

The Aga Khan Foundation is a leading global development organisation working to tackle the root causes of poverty. For more than 50 years, we have helped create strong community institutions that support sustainable, locally driven initiatives to improve the lives of millions of people. By combining local knowledge with global best practices, we strive to bring about transformative and long-lasting improvements to quality of life.

Working alongside the agencies of the Aga Khan Development Network and through partnerships with local communities, civil society and business as well as governments and international aid agencies, we are building a future where we all thrive together.

Region: Eastern Africa

Location: Tanzania

Salary: Salary and package to attract the best candidate

Job Expires: 20-Jun-2024

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