Office Management Assistant

The Dar es Salaam Stock Exchange PLC (DSE) was established in 1996 as a company limited by guarantee without share capital. In June 2015, it changed to a public company limited by shares and in July 2016 it was self-listed.

The principal activity of the DSE is, among others, to provide a platform for trading of listed securities and facilitate companies to raise capital via issuance of shares and bonds.

To enhance its operational efficiency, DSE is looking for an ambitious, highly motivated candidate with integrity and experience to fill the position of Office Management Assistant and  thus,  inviting  applications from suitable qualified  candidates.  Further  details  of  the position are highlighted below.

Job Purpose:

Responsible for ensuring smooth running of CEO’s office as well as variety of administrative support duties within the office. Also responsible for maintaining and managing the DSE’s records and documents, ensuring their accuracy, security and compliance with regulatory requirements while upholding the DSE’s data privacy and confidentiality standards.

Required Academic Qualifications, Experience, Skills & Competencies:

• Diploma in Business Administration or equivalent qualification from recognized institution
• Advanced proficiency in Microsoft Office Suite, particularly Word, Excel, PowerPoint, and Outlook
• Minimum of two (2) years’ relevant experience in a reputable institution.
• Ability to multi-task, prioritize, and manage time effectively, with a proactive and solution-oriented approach.
• Strong organizational skills, with the ability to work independently and a team.
• Professionalism, discretion, and confidentiality in all aspects of the role.
• Excellent  communication  skills,  both  written  and  verbal,  with  strong  attention  to detail.
• Fluent in English and Swahili languages.
• Securities Investment & Trading (SIT) Certification is an added advantage.
• Relationship Management and Customer Care skills.
• Cross Cultural diversity skills.
• Good understanding of the DSE PLC and its operations.

Key Duties:

KRA 1: Executive Support

• Manage and prioritize the CEO’s calendar including scheduling meetings, appointments, speaking engagements, and travel arrangements.
• Plan and organize the CEO’s travel logistics, including booking flights, accommodations, visas, transportation and itineraries.
• Prepare and provide daily schedules and briefs to the CEO.
• Keep  the  CEO  informed  on  time-sensitive/priority  matters  and  ensuring  appropriate follow-up.
• Receive/attend  CEO’s  phone  calls  and  visitors,  respond  to  routine  requests  of information, take messages and directing calls appropriately.
• Serve as the primary point of contact for the CEO, managing incoming and outgoing communications.
• Processing supplies for the CEO’s Office and keep them in safe custody.
• Provide administrative and logistics support to CEO’s meetings.
• Respond   or   draft   responses   to   standard/   routine   correspondence   and   other communications as assigned by CEO.
• Maintain important contacts.
• Provide secretarial support to other Executives/Board as needed.

KRA 2: Records Management

•  Maintain paper and electronic filing system as well as database.
• Read and analyze incoming correspondences, submissions, queries and reports and plan their distribution to relevant department.
• Scan  all  incoming  mails  and  facilitate  file  movements  and  retrievals  via  Document Management system (DMS).
• Maintaining and organize confidential files, documents, and records.
• Maintain strict confidentiality of sensitive information by adhering to data privacy and communication protocols.
• Follow-up  on  impending  actions;  routes  information  and  queries  for  response  as appropriate.
• Work closely with other departments to facilitate records management needs.
• Organize and archive records in compliance with organizational policies and regulations.

KRA 3: Administrative Support

• Provide backup support for receptionist when necessary.
• Attend general emails and forwarding emails to responsible officials where necessary.
• Respond to emails in a professional and timely manner.
• Assist  HoDs  in  draft  of  various  official  correspondences  as  directed  and  under supervision.
• Scheduling and canceling meetings and appointments for HoDs.
• Facilitate travel arrangements for HoDs, other staff members and business guests.
• Provide administrative support to ensure smooth running of Board meetings.
• Oversee meeting rooms management – booking & tidiness.
• Provide administrative support during DSE events.
• Administer preparation of training materials for DSE trainings and training room.
• Effective control of CEO’s office petty cash transactions and replenish petty cash fund in a timely manner.
• Perform any other duties as may be assigned by Supervisor.

Remuneration

Competitive remuneration package will be offered.

The deadline for submitting the application is 17th February, 2025