Office assistant at E-mac Tanzania

POSITION: OFFICE ASSISTANT

LOCATION: E-MAC TANZANIA HEAD OFFICE, NGARAMTONI-KILIMAMOTO AREA WORKDAYS: MONDAY TO FRIDAY

E-MAC TANZANIA AT A GLANCE

E-mac  Tanzania  is  a  registered  Non-Governmental  Organization  with  a  registration  number  00NGO/00006226 under  the  Non-Governmental Organizations  Act  2002,  with  legal capacity  to  operate  in  Tanzania  mainland.  E- mac  envisions  an  empowered  community  with  sustainable  well-being.  Its’  mission  is  to  empower  marginalized communities   including   women   and   girls   for   well-being   through   promotion   of   sustainable   initiatives   and networking  with   other   like-minded   partners.  E-mac  Tanzania  has  implemented   projects  in   Morogoro   DC, Mvomero  DC,  Gairo  DC,  Simanjiro  DC,  Arusha  DC,  Arusha  CC  and  Rungwe  DC.  These  programs  cover  various thematic  areas  including:  Sexual  Reproductive  Health,  HIV,  TB,  Malaria,  Maternal  Neonatal  and  Child  Health, WASH, and entrepreneurship, fighting FGM, and life skills.

Achievements of these programs, include but not limited to: 1. Capacity building: to 92 Community Owned Water Supply  organisations  (COWSOs)  leaders  and  10  schools’  committees.  2.  a  total  of  10242  population  has  been reached for Arusha DC and Arusha CC on promotion and awareness creation about Sexual Reproductive Health and  Rights,  Menstrual  Health  Management  and  a  population  of  115  has  been  trained  in  the  campaign  to  end gender-based violence notably Female Genital Cutting in Simanjiro DC.

E-mac Tanzania has a team of rigorous staff with a clear will to achieve the organization’s mission and currently seeks to add to its list an office assistant. Preferably female, the assistant is expected to generally internalize E-mac’s vision and mission as such upon successfully securing the job, staff will adjust to the busy working environment.

Job Description

Summary

Office assistant is responsible for ensuring that the office functions efficiently and smoothly. In order for this to happen, the office assistant provides clerical, secretarial and administrative support to other employees working in the office. E-MAC’s human resource approach is for every employ to work in the most comfortable and free environment, professionally act in one’s job scope while maintaining harmonious relationship with the rest of staff. Office Assistant will work closely with officers and office managers.

Duties

Office assistant will execute the following duties and responsibilities:

(a)  Communication

Use personal computer/desk top computers and a host of other office software applications, including word processing, email, and file management tools such as

Greet customers or other personnel of the organization by phone, in person, or through electronic media (zoom, Microsoft teams), and e-mail. Assistant will enter data and forward paperwork

Assess the needs of beneficiaries and provide relevant information concerning the services, procedures, and guidelines of the

(b)    Administration, Staff Welfare and Office Tidying

Handle requests and transactions, or direct the matter or person to the proper unit or level of

Assist in resolving problems and complaints raised by unsatisfied beneficiaries/customers.

Prepare files and documents in MS-Word by using predefined templates or by creating them from the scratch.

May be asked to make PowerPoint presentations and use databases or

Operate office equipment like fax machines, printers and photocopy machines and make copies of various documents as

May act as receiver of mail and correspondence for the work

Responsible for opening or reviewing correspondence and determining proper action to be

Responsible for unit supplies and inventories, including tracking status and orders. Will make sure every unit has enough supplies and will request when they fall

File documents; develop and modify filing practices – this includes the usage of electronics in addition to paper records.

Coordinate and organize unit activities and functions like meetings; schedule, obtain use of rooms, and set up the rooms and equipment to be used

Keep all office rooms, latrines and office surroundings tidy and well kept. Will report immediately any deficit, leakage or damage in the

Prepare meals for staff. Assistant will prepare and serve 2 meals for staff: Breakfast and Lunch. Will keep an inventory of kitchen ware and make sure all supplies are

Resume

Preferably but not limited to residents of Arusha, applicants of this job position will possess the following qualifications and skills:

(a)   Academic Qualifications Basic

A form four or form six leaver

Possessing a certificate or diploma in secretarial and office cleaning studies from a NACTE recognized college/institution.

Applicant should be between 18 to 35 years of

Added Advantage

Certificate or diploma in culinary and or nutrition

On-the-job experience

Resident of

(b)  Skills

Flexibility and ability to prioritize new tasks as they come

Interpersonal communication. Should be able to communicate fluently in English and Swahili

Able to manage

Ability to provide professional customer

Able to develop desirable client and public relations

Must be computer and technological literate. Able to operate tools such as computers, photocopiers, scanners and printers

Attentive to details. Assistant will prepare documents that would be shared to public and therefore should be attentive to details avoiding typos for such important

Assistant must be very confidential. Important information about the organization is shared through letters and e-mails accessible by

Remuneration

Successful applicant will be offered a monthly salary based on E-mac’s salary scales.

Application

Interested applicants should prepare (on their own) and submit their word-processed CV and Cover Letter detailing their interest to work with e-mac in the post

Application should be attached with birth certificate and relevant academic

Submission

Prepare one (1) PDF

The application package should not exceed five (5) pages and size limit of 2 MB

Application package with subject/title APPLICATION FOR OFFICE ASSISTANT JOB POST should be submitted via sleonard@emac.or.tz; Cc bbanda@emac.or.tz and info@emac.or.tz .Any application submitted through other means will not be accepted.

AN APPLICATION WHICH WILL NOT FOLLOW INSTRUCTIONS LISTED IN ‘Application’ and ‘Submission’

SUBTITLES ABOVE SHALL BE NULLIFIED.

Deadline

All applications should reach the email addresses above by Friday 29th January 2021 at 2359hrs.

Because of voluminous applications, we regret that we won’t reply to every applicant and only shortlisted candidates will be contacted. Thus, consider yourself unsuccessful if you don’t hear from us in one week after application deadline.