Vacancy Announcement
Job
Summary
Position:
Receptionist & Office Attendant (1 Post)
Reports
To:
Program & Admin Assistant
Work
Station: Katavi
Apply
By:
March 20th 2023
INSTITUTE OVERVIEW
Ifakara Health Institute
(IHI) is a leading research organization in Africa with a strong track record in
developing, testing and validating innovations for health. Driven by a core
strategic mandate for research, training and services, the Institute’s work now
spans a wide spectrum, covering biomedical and ecological sciences,
intervention studies, health-systems research, service delivery and policy translation.
POSITION SUMMARY
Ifakara seeks a qualified and
experienced candidate to join the Shinda Malaria Project as a Receptionist and
Office Attendant. Important: Kindly note that this position is for applicants
residing in Katavi Region only.
The Receptionist cum Office
Attendant will be the first point of contact at the entrance of the main door at
Shinda Malaria Field Office in Mpanda - Katavi. Furthermore; she/he will also
ensure cleanliness of the entire office and equipment.
In addition; she/he will also
provide word-processing and remote secretarial support such as scanning, photocopying
and binding; assist in the arranging projects meetings which are set to be held
at the office conference room and assist the Program & Admin Assistant and
Regional Project Manager in managing the office calendar.
ABOUT SHINDA MALARIA
Shinda Malaria is a five-year
project (August 2022 – August 2027) implemented by Ifakara Health Institute,
which supports the Government of Tanzania (GOT) in reducing malaria burden and
in moving towards malaria elimination. The Project is made possible by the
support of the American people through the US President’s Malaria Initiative
(PMI) and the United States Agency for International Development
(USAID).
Shinda Malaria works with the
GOT to reduce malaria burden and move towards the long-term goal of malaria
elimination―while achieving USAID’s strategy to support institutional growth
and capacity development for local institutions. The Project addresses the urgent
healthcare needs of malaria at-risk populations, especially vulnerable pregnant
women and children under five, and support
Tanzania partners to grow and
execute malaria programs sustainably and successfully.
The project primarily works
to support both facility- and community-based malaria activities in all districts
of Katavi region, as well as making contributions to the national malaria
priorities through the National Malaria Control Programme (NMCP).
DUTIES
AND RESPONSIBILITIES
1. FRONTLINE RECEPTION DUTIES
• Ensure tidiness of the
reception area and the office in general.
• Maintain security of the
office; and ensuring that the offices are properly locked at the end ofthe day.
• Provide excellent
front-line service to visitors and Shinda Malaria colleagues.
• Answer phone calls
promptly, providing accurate details/information, and transfer to the appropriate
person if need-be.
• Take accurate
messages/information from calls, or visitors.
• Directs visitors to the
appropriate office or staff member.
• Receive and dispatch
newspapers to the respective departments/sections, or senior staff.
2. MAIL AND COURIER DUTIES
• Receives all parcels
delivered through reception desk and directs them to the respective addressees;
• Process incoming and
outgoing mails promptly and accurately.
3. CLEANLINESS DUTIES
• Clean office premises
including vacuuming, mopping, sweeping, dusting, polishing and cleaning smudges
off windows and doors.
• Remove trash in office
areas, conference room and in the kitchen.
• Responsible for cleaning
and sanitizing of restrooms daily.
• May be required to shop for
cleaning supplies as needed.
• May be required to stock
kitchen and board room supplies as needed.
• Responsible for reporting
repairs and replacements encountered when executing daily tasks.
• Prepare and serve tea.
• Cleaning of kitchen
utensils.
• Any other duties as may be
assigned from time to time.
4. ADMINISTRATIVE SUPPORT DUTIES
• Provide transportation
support and guidance to staff and Project visitors.
• Provide word-processing and
secretarial support such as scanning, photocopying and binding.
• Ensure availability of all
institutional forms at the reception which are used for different activities.
• Assist in the
arranging/organizing for Project meetings at Shinda Malaria conference rooms.
• Receive all tender
applications/documents as requested by the procurement unit.
• Daily recording and
monitoring of office consumables and control on time.
• Perform any other related
duties as directed by your supervisor.
QUALIFICATION AND EXPERIENCE
• Certificate or diploma
level of education in secretarial or administration or record keeping, office
management or related discipline.
• Proven work experience as a
receptionist, front office representative/attendant, or similar role.
SKILLS AND COMPETENCIES
• Excellent written and oral
communication skills in Swahili and English.
• Competency in computer
applications i.e. Word, Excel and PowerPoint.
• Professional attitude and
appearance, and maintain confidentiality.
• Ability to be resourceful
and proactive when issues arise.
• Excellent organizational
skills.
• Multitasking and
time-management skills, with the ability to prioritize tasks.
REMUNERATION
An attractive and competitive
remuneration package will be offered to successful candidates as per IHI salary
scales.
EQUAL OPPORTUNITY
IHI is an equal opportunity
employer. We prohibit intentional biases or discrimination and harassment of
any kind at the work place and during recruitment. All employment decisions are
based solely on job requirements and individual qualifications, and our
recruitment process is governed by the labour laws of Tanzania.
MODE OF APPLICATION
All candidates who meet the
above job requirements should send their application letters together with their
detailed curriculum vitae (CVs) showing contact addresses including email,
telephone/cell phone numbers and copies of academic and professional
certificates to the email address below.
Mode of Application (All Positions)
All candidates who meet the
above job requirements should send their application letters together with
their detailed curriculum vitae (CVs) showing contact addresses including
email, telephone/cell phone numbers and copies of academic and professional certificates
to the email address below.
recruitment@ihi.or.tz
Only shortlisted applicants
will be contacted for an interview.
The deadline for
this application is 17:00hrs on Monday March 20th 2023. All e-mail
application subject lines should include: RECEPTIONIST & OFFICE ATTENDANT – SHINDA MALARIA.
Only shortlisted applicants
will be contacted for interview. Priority will be given to candidates residing in Katavi.
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