Summary
Date Posted: Friday, September 22 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job summary
The Administrative Assistant works to portray a professional image of Reach Out Mbuya to all visitors by receiving visitors and performing clerical functions of the organization in line with ROM rules and regulations.
The Administrative Assistant works under the direction of the Administrative Officer to provide day-to-day administrative assistance to the ROM team. S/he will help with a variety of administrative, coordination, logistical and information management functions of the program.

Responsibilities and duties
• Maintain the office in a clean and tidy manner, attend to walk-in visitors, and notify pertinent members of staff.
• Attend to project visitors, and incoming communications (telephone calls, letters, email, etc.) and ensure they are reliably passed on to the appropriate person(s).
• Maintain visitor’s registry book and direct visitors to the respective offices
• Provide requested information, take messages, or re-direct inquiries to appropriate offices.
• Maintain a databank of contact addresses of all associates (partners, stakeholders, donors,)
• File and keep up-to-date records of correspondences
• Maintain a consistent stock of organizational brochures and other IEC materials and a routine form for distribution
• Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.
• Contribute and support program related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other machinery services.
• Support compilation, submission and tracking of requisitions for monthly data, staff supplies, payment requests and other logistical requirements.
• Provide secretarial assistance while also ensuring appropriate use of program administration templates /forms are replenished and updated.
• Contribute to maintenance and regular updates of the asset listings.
• Support administrative arrangements for the program events, meetings, workshops
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• Support in arranging program team appointments and maintaining mailing lists, directory, and activity calendar and facilitate follow-up on deadlines.
• Provide support in carrying out and developing where necessary, administrative systems, logistics and records management.
• Ensure good maintenance of assets and equipment records.
• Maintain and keep tidy and clean conditions of office environment, furniture and machines.

Qualifications, Skills and Experience
• University degree in Business Administration, Secretarial Studies, or related area of study
• At least 3 years’ relevant work experience, with administrative tasks
• Strong oral and written communication skills
• Strong organizational, interpersonal skills
• Work experience in administrative support of a development program is an advantage.
• Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
• Fluency in English is required
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
• Must be able to work independently while being a strong team player.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

Send a cover letter and CV/resume with 3 professional referees in PDF as one document. Both Cover letter and CV/Resume must not exceed 4 pages. Please send your application to the Human Resources Manager through the email: jobs@reachoutmbuya.org  not later than Friday, 29th September 2023 at 5.00 PM (EAT). with the position applied for as the Email Subject. No need to attach other documents at this level.

Note:
ROM is an equal opportunity employer committed to having a diverse workforce and does not charge a recruitment fee at any stage of the recruitment
Any Form of lobbying or canvassing will lead to automatic disqualification.
Only shortlisted Candidates will be contacted for interviews.
Applications beyond the deadline will not be considered.
ROM is committed to the principles of safeguarding at the workplace and does not tolerate any form of abuse, discrimination, or harassment.


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