TITLE: Office Assistant
Community Partnerships for Respectful Care (CPRC) project
DEPARTMENT: International Partnerships & Programs
REPORTS TO: HR & Logistics Officer
ASSIGNMENT TYPE: Full-time
Recommended:
LOCATION: Mwanza, Tanzania
LENGTH: 24-months with possibility to extend based on performance and budget.
ABOUT AMERICARES:
Americares
is a health-focused relief and development organization that saves
lives and improves health for people affected by poverty or disaster.
Each year, Americares reaches more than 90 countries, including the
United States, with life-changing health programs, medicine and medical
supplies. Americares is the world’s leading nonprofit provider of
donated medicine and medical supplies. For more information, visit americares.org.
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POSITION SUMMARY:
The
Office Assistant will work under the direct supervision of the HR &
Logistics Officer to perform her/his assignments within the office.
He/She will support day-to-day administrative and logistical tasks
related to the implementation of office and project activities. Among
other duties, he/she will handle office reception duties, ensure
cleanliness of office facilities, replenish kitchen related stocks,
detect and report faults in office premises.
Female candidates are strongly encouraged to apply.
DUTIES AND RESPONSIBILITIES:
·
Manage the reception area including assisting in receiving and
screening all incoming visitors in accordance with Americares security
procedures to identify them and determine the nature of their visit.
Keeps a log of all visitors showing their name, time of arrival, who
they visited and time of departure.
· Assist in operating
incoming and outgoing calls as required by caller, determines the nature
of the call, and decides on appropriate routing.
· Assist in
photocopying, scanning, and maintaining the copier machines, notifying
the HR & Logistics Officer when service and supplies are required.
Make sure the printing/documentation/photocopying area is well
organized.
· Prepare coffee, tea, or other refreshments for staff.
· Assist in arranging meetings/conferences and ensure all the requirements for the meetings are met
·
Ensure cleanliness of the office, dusting of all computers and
printers and other office machines.
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Monitor and ensure adequate cleaning
of kitchen and washroom supplies
· Ensure that all general public areas are neat and clean.
· Handle pick-up and delivery of items for the office as required.
· Assist the HR & Logistics Officer in physical asset verification and tagging of assets.
· Ensure all invoices received from vendors are recorded, supporting documentation attached and forwarded to Finance.
·
Support in updating stationery/sundries in the store, issuing of
stationery to staff and preparation of list for re-order level.
· Ensuring supplies received are put away in the store or distributed to the users accordingly.
· Performs any other duties as assigned by the HR & Logistics Officer.
Knowledge, Skills and Abilities
· Good understanding of basic grammar.
· Ability to deal congenially and effectively with people, both in person and over the phone.
· Ability to be consistently organized, diplomatic and conscientious.
· Able to handle multiple tasks efficiently.
· Able to report to work and maintain time schedule and work extra hours as needed.
· Willing to learn, use and maintain office machines and assume responsibilities as skills increase.
· Ability to perform all duties and responsibilities in a timely manner with minimal supervision.
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MINIMUM Qualifications:
•
Diploma or certificate in Business Administration, Office Management or
other relevant field plus, a minimum of three years working experience.
• Preferred experience with medium-to-large sized national or international organization.
• Experience must reflect knowledge, skills and abilities listed above.
CORE AMERICARES RESPONSIBILITIES:
· Foster Americares values of responsiveness, results orientation, collaboration, efficiency, and integrity.
· Coach, support and develop staff to increase individual and team effectiveness; and
·
Develop and manage implementation of plans to increase team
operating performance, including SOPs and other efficiency initiatives.
TITLE: Drivers (2 posts)
DEPARTMENT: International Partnerships & Programs
REPORTS TO: Human Resources and Logistics Officer
ASSIGNMENT TYPE: Full-time
LOCATION: Mwanza, Tanzania
POSITION SUMMARY:
Drivers
will support logistics and driving project vehicles local travel needs
for CPRC project implementation teams in the project covered regions,
other regions for various project related official meetings in Tanzania.
Female candidates are strongly encouraged to apply.
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- Drive vehicle for official travel and business, or as requested. Act as primary driver to pick up, drop off, and transport Americares staff throughout project covered regions, other regions for various project related official meetings in Tanzania
- Maintain high standard of service to both internal and external guests.
- Ensure punctuality and safe transport;
- Observing the road and traffic laws and regulations of the United Republic of Tanzania. Apply additional caution to ensure the safety of themselves, Americares staff, and other drivers on the road
- Ensure that safe driving practices are adhered to including local driving codes and internally agreed standards.
- Alcohol must not be consumed or kept or stored in the vehicle whilst on duty
- Ensure vehicle is kept clean, tidy and in good working condition at all times
- Always assist with loading and unloading of materials in the vehicle and keep vehicle secured at all times.
- Ensure vehicle is given regular/day-to-day maintenance checks: check oil, water, battery, brakes, tyres, etc.
- Perform minor repairs and arrange for other repairs, prepare vehicle spare parts inventory
- Taking account of all available information on road conditions, accessible routes and locations (including current radio news on traffic conditions) to update daily
- Keep an accurate schedule of driving assignments and arrive on time for pick-ups and drop offs
- In case of accident or other incident occurs, follow Americares safety protocol and insurance policies and procedures
- Prepare and submit vehicle monitoring report, including records of vehicle operations, maintenance, expenses, mileage, at end of each month
- Assist the HR and Logistics Officer to ensure vehicle insurance and registration are updated according to schedule
- Log official trips, daily mileage, gas consumption, oil changes, etc;
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· Valid driver’s license. Any type of class C is satisfactory and good driving record.
· Certificate of Secondary education is a must
· At least 8 years of experience years of experience driving in and throughout Tanzania, and preferably in driving USAID funded projects vehicles.
· Experience driving manual, large sports utility vehicles or similar
· Certificate for Advanced VIP Drivers course Grade Two and Certificates for Motor Vehicle Mechanics grade 1-3 will be added advantage.
· Ability to adapt to last minute scheduling changes, roadblocks, and changing needs throughout the shift
· Unrestricted authorization to work in Tanzania .
CORE AMERICARES RESPONSIBILITIES:
· Foster Americares values of responsiveness, results orientation, collaboration, efficiency and integrity.
· Coach, support and develop staff to increase individual and team effectiveness; and
· Develop and manage implementation of plans to increase team operating performance, including SOPs and other efficiency initiatives.
HOW TO APPLY:
In
order to be considered for this position, the applicant should submit
the following items in an expression of interest to Americares:
· Curriculum vitae or resume that clearly spell out qualifications, experience.
· Cover letter highlighting interest in the position and relevant skills
· Academic credentials
Deadline for submission: 31st January, 2021.
Submissions should be sent to: infotanzania@americares.org
Applications will be reviewed as they are received.
