Facilities & Admin Assistant

Company: GardaWorld

GardaWorld is a global leader in security, offering exciting career opportunities in an evolving industry. We celebrate diversity and invite talent from all backgrounds to apply.

Job Details

• Business Unit: Corporate
• Career Area: Africa
• Location: Dar Es Salam, Tanzania
• Position/Employment Type: Facilities and Admin Assistant / Full Time Employee
• Organization/Reporting line: Head of Human Resources
• Place of work/Travel: Dar es Salaam, Tanzania

Contact and Cooperation:

• Internally: Main cooperation coordinating with the Management and the Staff.
• Externally: All clients walking in, Visitors, Security Officers, suppliers etc.

Job Summary:

The Facilities and Admin Assistant is tasked with ensuring the smooth operation of the office, from the front office to the general cleanliness of the office environment. This role involves close collaboration with Branches on any issues related to domestic staff and office maintenance and cleaning.

Key Responsibilities:

• Welcoming clients and visitors to the HQ office and ensuring there is cover in your absence (leave or emergencies).
• Training one of the Office-based staff for temporary cover, preferably a female with front office professional qualities, who will continue with her own duties but can provide cover during your absence.
• Overseeing outgoing and incoming mails.
• Efficient handling of the switchboard.
• Performing secretarial duties such as printing, copying, and shredding.
• Ensuring the reception area is tidy.
• Efficient handling of GW Official documents.
• Making travel arrangements for office staff after approval.
• Supervising GWTZ cleaners / Gardeners for the full office cleaning etc.
• Ensuring small purchases are done, such as sugar/coffee.
• Ensuring compliance with health and safety regulations.
• Cooperating with HR personnel in arrangements for staff engagement events.
• Space & Event Setup: Arranging meeting rooms, setting up equipment for events, and handling office, furniture, or equipment moves.
• Safety & Security: Assisting with health and safety compliance, performing building checks, acting as a fire warden, and managing key/access requests.
• Performing any other duties assigned by the Management.

Principal Outputs of this Role:

• Customer satisfaction.
• Cost reduction.
• Seamless, safe, and efficient daily operation of the office environment.

Authority:

Refer to GW Security Authority Matrix.

Accountability:

The Facilities and Admin Assistant is accountable to the Human Resources Manager/Manager for the responsibilities stated in this job description. These responsibilities will be monitored and managed through the mid-year and annual performance review and supported through the monitoring of KPIs.

Competencies:

• Highly organized, professional, engaging, and hard-working.
• Personal commitment to completing all tasks within the shortest time.
• Enjoys the opportunity to use initiative and meet deadlines.
• Competitive customer care skills.
• Skilled in business communications and customer service.
• Outstanding communication, computer, and multi-tasking skills.
• Remarkable skills in welcoming all clients and staff.
• Excellent telephone, interpersonal, and coordination skills.

Qualifications & Experience:

• Diploma in any field from a recognised Institution plus experience in front office / facilities management.
• Common Certifications:
• Certificate in communication and customer care with British Council
• ICDL Profile Certificate
• At least 5 years’ experience in Customer Care and Front Office Management.