Area: Dar Es Salaam
Application Deadline: 29/03/2011
Position Description:
Main Task:
• The secretary will be responsible to provide secretarial services to TASAF Management Unit.
• Principal Duties and Responsibilities
• Provide secretarial duties to TMU that includes drafting correspondences, typing correspondences, reports, budgets, manuals, handbooks & confidential documents, plus data entry.
• Preparing and servicing workshops, meetings and appointments. That includes making accommodation bookings and reservations, organizing materials, producing and distributing documents, making appointments, serving beverages and food, taking minutes and administering petty cash payments.
• Make appointments for senior management as required and advice on travel plans to ensure timely fulfillment of confirmed obligations.
• Responsible for the filing system, departmental registry, office tidiness and equipment in the component or unit
• Perform reception duties. That includes receiving and serving visitors, receiving, sorting, and sending surface, air, electronic and postal mail, messages and parcels.
• Receive and direct human, telephone traffic and documentation in the component or Unit assigned to. Responsible for the administrative requirements of the component or unit including being the primary support to the Head of the component or unit
• Assist the Director or Head of Unit in stores and inventory control and determining the requirement of office consumables.
• Generate specific outputs (deliverables) as determined from time to time for each quarter.
• Perform any other duties as may be assigned to him/her from time to time by the immediate supervisor.
• Assist OMS in preparing and servicing workshops, meetings and appointments, including making bookings and reservations for accommodation and venues. Organizing materials, producing and distributing documents, serving beverages and food, taking minutes and administering Petty Cash payments
Qualifications:
• At least Form IV Certificate with credit in English
• Certificate in Secretarial studies from a recognized Institution
• Typing at least 50 words per minute
• A minimum of 100 words per minute shorthand
• At least 5 years experience as Secretary n Fluent in written and spoken English
• Able to use computers with Word Processing using various packages like Microsoft Word, Microsoft Excel, MS Power p0int etc.
• Effectively communicates on the telephone and is pleasant with people.
• Should be able to demonstrate self-motivation and the ability to work effectively and efficiently under pressure
Key Performance Measure
• Proportion of well prepared and well serviced workshops
• Existence of an effective filing and registry system
• Proportion of properly channeled telephone calls
• Existing of an effective mailing system.
Duration of Contract: Terms of Contract is 2 years renewable ‘on the basis of performance
Duty Station: TASAF Head Office – Oar es Salaam
Application Instructions:
Interested applicants should submit their detailed curriculum vitae, certified copies of relevant training and professional certificates and full contact details of three referees who are in a position and willing to vouch for your professional background by post to:
Executive Director
Tanzania Social Action Fund (TASAF)
Malindi/Old Kilwa Road
P. O. Box 9381
Dar es Salaam, TANZANIA.
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