Position: Logistics and Office Assistant
Reports To: HR and Operations Manager
Location: Dar es Salaam
Job summary
The Logistics and Office Assistant will support office operations by maintaining CIHEB Tanzania office systems, handling logistics, and assisting in administrative tasks. This role is essential for ensuring the smooth day-to-day operation of the office and efficient coordination of logistics activities.
Key Responsibilities:
- With respect and courtesy receive visitors and direct them to the related units/departments as appropriate.
- Maintain a record of the visitors to the office and ensure that the “Guest Book” is duly signed.
- Ensure that the reception area is kept neat, clean and tidy – projecting a professional work environment.
- Receive all incoming and outgoing calls and direct them as appropriate and make sure that all outgoing phone calls are registered at the office telephone registration book.
- Date, stamp and initial all incoming correspondences and ensure that they are routed to the HR and Operations Manager.
- Maintain the filing system at the reception area and make sure copies of all incoming and outgoing correspondences are filed chronologically.
- Send and receive pouches and ensure pouch lists are reviewed and verified by the HR and Operations Manager.
- Ensure that office telephone lines at the reception area are in working status and report any faults of the same to the logistics Assistant and service providers for necessary action.
Property management
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- Responsible for managing the CIHEB Tanzania Master Inventory
- Ensure that assets are inventoried according to CIHEB Tanzania policies and procedures, coded and the Inventory is updated
- Produce periodic reports on the Master Inventory for internal use .
- Ensure that property (office equipment, furniture, fixtures, etc) have valid insurance covers.
- Prepare the Fixed Assets Notification forms for CIHEB Tanzania management
- Participate/facilitate the annual physical counts
- Advise management on the “conditions” of property for replenishment and disposal purposes.
Project Administration:
- Managing Program correspondences, Assist and do necessary arrangements for meetings, trainings, workshops and conferences being organized in the office for both technical and support staff as and when needed.
- Scan program and Operation documents as and when requested/needed.
- Provide general administrative support to staff as needed
Travel Arrangements:
- Coordinate travel logistics for employees, including flight and accommodation bookings.
- Prepare travel itineraries and manage travel expense documentation.
Confidentiality
- Keep all documents and information related to CIHEB Tanzania program activities, personnel and development plans confidential.
- Adhere to CIHEB Tanzania principles of confidentiality in relations to staff, partners, vendors and other.
- Report to the management potential irregularities or any misbehavior that occurs.
Qualifications
- Advanced Diploma/bachelor’s degree in Logistics, office management, or Business Administration.
- Minimum of 3 years of working experience in the field of Administration with recognized NGOs
- Fluent in English (Oral and written) and good command on local language (Kiswahili).
- Be computer literate – especially in word processing and spreadsheet.
- Good knowledge of Microsoft applications including excel & emails “Outlook”.
- Ability to operate telephone, scanner and photocopier machines effectively.
- Ability to learn quickly, strong self-training readiness.
- Must be a self-starter with excellent teamwork skills.
- Capable of working in a multi-national/cultural environment.
- Training or knowledge of project management will be an added advantage
- Experience in working for a donor funded NGO is an added advantage
- Possess good interpersonal, Communication, and organizational skills
Instructions for Submitting Applications:
- All applications should be submitted electronically to: [email protected]
- All applications should include a cover letter that details one’s suitability for the job highlighting key functional areas, expected qualifications, and experiences.
- Candidates should attach a CV/Resume that highlights one’s key achievements in areas relevant to the job.
- Job-related qualifications and experience are the basic minimum requirements that each applicant must meet to be considered for interviewing.
- Applications should include 3 references that are familiar with applicant’s work experience. References should include contact information including daytime phone, and e-mail address.
- All applicants should include daytime phone and email contact information.
- The deadline for application is 23rd December 2024 at 5:00PM EAT. Applications received after the deadline will not be considered.
CIHEB Tanzania is an equal opportunity employer and encourages all qualified persons to apply regardless of gender, religion, ethnicity, or any other status variable.
