Administrative Assistant

Overview

Power Africa East Africa Energy Program is a four-year project working to increase on-grid electricity access, accelerate private sector investment, and improve the enabling environment of the power sector in East Africa. RTI International leads implementation of this Power Africa coordinated program, a U.S. Government-led partnership, funded by the U.S. Agency for International Development (USAID).

RTI International seeks to recruit an Administrative Assistant, to be based in Tanzania under the Power Africa East Africa Energy Program .

Job Summary

The Administration Assistant will support the procurement function in overseeing front office activities, travel logistics, general office administration. She/ he will be in charge of the office petty cash and help with facilitating taxi as well as accommodation bookings. She/ he will ensure all administration processes are compliant with RTI International’s logistical and administrative procedures and guidelines as provided for in the EAEP Field Operations Manual- June 2019 version, as well as per the USAID rules and regulations.

Specific Roles and Responsibilities

• Support travel logistics for staff, consultants and other visitors, including visas, airport transfers and lodging bookings.
• Facilitate all transport requests by application of an optimal usage between taxis and vehicle hires.
• Ensure all transport documentation is well filed both electronically and in hard copies. This includes weekly taxi consumption summaries and weekly vehicle work tickets.
• Provide events, workshops and training logistical and administrative support.
• Perform front office duties – receive visitors and manage the reception area.
• Work closely with the Director of Operations in providing support for specific procurement requests.
• Receive and distribute messages from telephone/email as appropriate, taking clear messages and conveying them in a timely manner.
• Collaborate with the Director of Operations to ensure systems are in place to support administrative functions.
• Maintain accurate and updated subject files both hard and soft filing systems to manage in-coming and out-going correspondences, as well as maintain an updated data base of project contacts.ajira
• Ensure that all the applicable office utilities are provided to staff in a timely manner.
• Maintain and track office and kitchen supplies, ensuring timely re-stocking as applicable.
• Maintain an updated appointment calendar either manually or electronically and on Share Point, as applicable.
• Support coordination of internal and external program meeting needs. 
• Provide general office administration support that covers office cleanliness and provision of staff utilities.
• Institute a system for booking meeting rooms, physically confirming meeting room set up and provision of administrative support for such meetings including ensuring signed participants lists are available.
• Support office building repairs and maintenance.
• Submission of timesheets and approved leave forms.
• Petty Cash maintenance by being the custodian of the office petty cash float.
• Perform other duties as assigned by Program Management.