Administrative Assistant and Receptionist

Job Summary:

We are seeking a professional and organized Administrative Assistant & Receptionist to manage front desk operations and provide administrative support. The ideal candidate who is computer literate with proficiency in MS Office possesses strong communication skills and can multitask effectively in a dynamic environment.

Requirements

Duties and Responsibilities

1. During the term of employment the Employee SHALL take responsibility as the Administrative Assistant & Receptionist and the specific duties are outlined by the Employer as hereunder:
   
2. Maintaining office services by organizing office operations and procedures controlling correspondence maintaining and updating filing systems reviewing and approving supply requisitions assigning and monitoring clerical functions. This will include purchasing of all stationery for the office as well as confectionery supplies.
   
3. Managing the Outlook Diaries of the team and Partners completing operational requirements by scheduling meetings teleconferences and itineraries where required.
   
4. Managing the maintenance and cleanliness of the office.
   
5. Arranging all elements of staff & guest travel both within Tanzania and internationally (which should include hotel reservations and per diems as well as managing the diary of the office car daily).
   
6. Providing historical reference by defining procedures for retention protection retrieval transfer and disposal of records.
   
7. Maintaining office efficiency by planning and implementing office systems layouts and equipment procurement/maintenance.
   
8. Ordering office supplies and any other supplies relating to the office/related entities as shall be directed.
   
9. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
   
10. Carry out administrative duties such as filing typing copying binding scanning etc.
    
11. Reply to email telephone or face to face enquiries.
    
12. Resolve administrative problems.
    
13. Answer telephone calls and pass them on.
    
14. Photocopy and print out documents on behalf of other colleagues.
    
15. Scheduling meetings and appointments.
    
16. Being a point of contact for a range of staff and external stakeholders.
    
17. Processing and directing mail and incoming packages or deliveries.
    
18. Finding ways to improve administrative processes.
    
19. Submit and reconcile expense reports.
    
20. Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
    Carry on any duty (of office administration & receptionist in nature) as shall be directed by the management/partners and or administrative associate from time to time.
    
21. Implementing office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments when need arises.
    
22. Maintaining office staff job results by coaching counselling and disciplining the nonlegal employees relating to her roles planning monitoring and appraising when necessary.
    
23. To contribute to team effort by accomplishing related results as needed. Performing such other duties as may be assigned from time to time by supervisors.
    

Qualifications & Experience

1. Bachelor s degree in Business Administration or a related field.
   
2. Proven experience in administrative support office management or a similar role.
   
3. Experience in handling phone calls scheduling appointments and managing visitors.
   
4. Excellent communication skills (verbal & written).
   
5. Minimum of 2 years experience in administration customer service and front desk operations.
   
6. Computer literate with proficiency in Microsoft Office and other relevant software.