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About this job
The Legal Services Facility (LSF) is a registered non-government Organization (NGO) with Registration No. 00NGO/R2/00011. The LSF is equipping organizations that are providing legal aid and paralegal services in Tanzania mainland and Zanzibar. The LSF advocates for inclusive access to justice, including supporting individuals to claim their rights, redress grievances and protect their fundamental human rights.
The LSF’s overall goal is to increase access to justice through a legal empowerment approach, in particular for women and girls.
Post: Administrative Officer
Location: Dar es Salaam
Position Summary
The Administrative Officer on a daily basis will ensure the smooth running of the front office, manages all forms of office communications(mail, telephone, fax, etc.) support administration activities, and pursue any other related activities under the supervision of the HR & Admin Manager.
Reporting lines
Reports to the HR & Admin Manager
Key Responsibilities
3.1 Front desk management
Ensure the smooth running of the front office (reception), answer incoming telephone calls, and respond to inquiries on issues related to the program
Receive visitors, clients, and program partners and direct them accordingly
3.2 Office communication
Sort, open, and distribute mail and faxes
Manages and distributes the LSF info email address
File incoming and outgoing mail
Monitor and maintain records for incoming/outgoing calls and faxes
Maintain telephone, mobile, mailing, and distribution lists (addresses, P.O. Boxes)
Monitor telephone usage and ensure billing for personal calls
Draft routine correspondence (letters, faxes, and e-mails) to clients and program partners
3.4 Administrative Activities
Manages office supplies and keeps updated records of office stationery and other supplies.
Assists in case required grant management with calls for proposals; maintains and oversees the grant management unit’s filing system to ensure an effective grant management system
Assists the HR & Admin Manager with HRM duties and confidential filing
Ensures regular and timely payments for utilities, rent, insurance, etc. are undertaken and that regular updates in insurance policies for staff medical, vehicles, and others are performed in case required.
Maintain the filing system in collaboration with Managers.
Perform general administrative duties such as maintaining general files, typing, data entry, opening mail, and completing and processing standard purchasing forms.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Preparing requests for purchase, Goods received notes GRN) and Goods Issue notes (GRI)
Arrange and book workshops including invitations to participants, seminars, and meetings
Organizes all aspects of field visits
Assists staff plan and booking travel arrangements such as flights, hotels, and activities.
Guide and advise staff on travel destinations, budgets, and travel requirements such as visas and vaccinations.
Assists with any other duties, reasonable within the framework of an administrative job, assigned by the supervisor.
Qualifications
The minimum education requirement is Degree in Business Administration or equivalent.
At least two years experience in administrative, secretarial, receptionist, or customer care.
Computer skills and knowledge of relevant software
Knowledge of operation of standard office equipment.
Knowledge of clerical and administrative procedures and systems such as filing and record keeping
Knowledge of principles and practices of basic office management
Skills
Communication skills – written and verbal
Planning and organizing
Prioritizing
Problem assessment and problem-solving
Information gathering and information monitoring
Attention to detail and accuracy
Flexibility
Customer service orientation
Teamwork
APPLICATION INSTRUCTIONS: If you are Tanzanian and qualified for the above post, please apply through https://lsftz.org/jobs/.The application deadline is Wednesday 09th August,2023. Only short-listed candidates will be notified.
The LSF’s overall goal is to increase access to justice through a legal empowerment approach, in particular for women and girls.
Post: Administrative Officer
Location: Dar es Salaam
Position Summary
The Administrative Officer on a daily basis will ensure the smooth running of the front office, manages all forms of office communications(mail, telephone, fax, etc.) support administration activities, and pursue any other related activities under the supervision of the HR & Admin Manager.
Reporting lines
Reports to the HR & Admin Manager
Key Responsibilities
3.1 Front desk management
Ensure the smooth running of the front office (reception), answer incoming telephone calls, and respond to inquiries on issues related to the program
Receive visitors, clients, and program partners and direct them accordingly
3.2 Office communication
Sort, open, and distribute mail and faxes
Manages and distributes the LSF info email address
File incoming and outgoing mail
Monitor and maintain records for incoming/outgoing calls and faxes
Maintain telephone, mobile, mailing, and distribution lists (addresses, P.O. Boxes)
Monitor telephone usage and ensure billing for personal calls
Draft routine correspondence (letters, faxes, and e-mails) to clients and program partners
3.4 Administrative Activities
Manages office supplies and keeps updated records of office stationery and other supplies.
Assists in case required grant management with calls for proposals; maintains and oversees the grant management unit’s filing system to ensure an effective grant management system
Assists the HR & Admin Manager with HRM duties and confidential filing
Ensures regular and timely payments for utilities, rent, insurance, etc. are undertaken and that regular updates in insurance policies for staff medical, vehicles, and others are performed in case required.
Maintain the filing system in collaboration with Managers.
Perform general administrative duties such as maintaining general files, typing, data entry, opening mail, and completing and processing standard purchasing forms.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Preparing requests for purchase, Goods received notes GRN) and Goods Issue notes (GRI)
Arrange and book workshops including invitations to participants, seminars, and meetings
Organizes all aspects of field visits
Assists staff plan and booking travel arrangements such as flights, hotels, and activities.
Guide and advise staff on travel destinations, budgets, and travel requirements such as visas and vaccinations.
Assists with any other duties, reasonable within the framework of an administrative job, assigned by the supervisor.
Qualifications
The minimum education requirement is Degree in Business Administration or equivalent.
At least two years experience in administrative, secretarial, receptionist, or customer care.
Computer skills and knowledge of relevant software
Knowledge of operation of standard office equipment.
Knowledge of clerical and administrative procedures and systems such as filing and record keeping
Knowledge of principles and practices of basic office management
Skills
Communication skills – written and verbal
Planning and organizing
Prioritizing
Problem assessment and problem-solving
Information gathering and information monitoring
Attention to detail and accuracy
Flexibility
Customer service orientation
Teamwork
APPLICATION INSTRUCTIONS: If you are Tanzanian and qualified for the above post, please apply through https://lsftz.org/jobs/.The application deadline is Wednesday 09th August,2023. Only short-listed candidates will be notified.