Admin Assistant (SHORT-TERM, TEMPORARY)

About the HJFMRI Tanzania Program

HJF Medical Research International, Inc. Tanzania (HJFMRI) is a non-profit Organization working in Tanzania since 2004 to implement PEPFAR-funded HIV prevention and treatment activities in the Southern Highlands and within the Tanzania People’s Defense Forces (TPDF) through the support of the Walter Reed Army Institute of Research (WRAIR). The organization provides care and treatment to people affected by HIV/AIDS and has been actively involved in HIV and AIDS programming, providing resources, personnel, and services to the Southern Highlands Zone. The program has expanded from supporting the Mbeya Zonal Referral Hospital to becoming a hub for anti-retroviral treatment in the zone; to community support through decentralized services, with the overall objective of implementing research, clinical HIV, prevention, care, and treatment services. Currently, we operate in five regions of the Southern Highlands zone, which are Mbeya, Rukwa, Katavi, Songwe, and Ruvuma regions for Voluntary Medical Male Circumcision (VMMC) intervention. The program also supports TPDF in implementing comprehensive HIV prevention care and treatment programs in 21 sites throughout the country.

Employment opportunity:

HJF Medical Research International, Inc. Tanzania (HJFMRI-T) is seeking qualified candidates to fill the position listed below.

Position Overview

The Admin Assistant is responsible for the day-to-day HJFMRI Tanzania Dar es Salaam front office operations, including provision of other administrative support to HJFMRI Tanzania staff and partners. The position is based in Dar es Salaam and reports to the Administrative Manager.

Main Roles and Responsibilities

• Carry out clerical duties such as answering phone calls, responding to emails, preparing documents including reports, memos, and office correspondence, greeting office visitors, and directing them to the appropriate parties.
• Provide exceptional customer service to internal and external customers.
• Manage staff travel arrangements, including booking, tracking, and preparing flight and hotel payment documents, as needed.
• Manage office supplies including ordering, storage, and distribution.
• Work closely with the HJFMRI Tanzania leadership team by handling clerical duties, coordinating calendars, and organizing meetings, including preparing minutes of the meetings.
• Perform all general administration tasks/roles and manage the HJFMRI Tanzania Dar es Salaam office, including ensuring compliance with the laws and regulations of Tanzania, and HJF / MRI SOPs.
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• Oversee HJFMRI Tanzania Dar es Salaam office maintenance and cleanliness.
• Manage staff appointments, meetings, and the conference room schedule to prevent duplicate bookings.
• Assist in preparing VISA paperwork for TDYers, hotel and in-country flight bookings, scheduling meetings, etc.
• Perform other tasks as may be assigned by a supervisor that are necessary to realize the objectives of this position.

Education and Experience

• Bachelor’s degree in business administration or related field from a reputable institution.
• At least one (1) year experience in front desk operations and provision of administrative support to staff.
• Ability to prioritize, organize, and execute tasks.
• Excellent interpersonal, communication, and relationship skills, including flexibility, diplomacy, intercultural communicative competence, and respect for colleagues.
• Demonstrable ability to write reports, letters, and proposals in a concise and easily comprehensible manner.
• Excellent time and project management skills.
• Demonstrate high integrity and strong values, including confidentiality.
• Analytical, problem-solving, and exceptional organizational skills.
• Ability to meet and communicate schedules and deadlines.
• Proficient in MS Office applications and other administrative systems.
• Demonstrate exceptional professional judgment.
• Detail-oriented (attentive to details) and able to perform in a high-pressure environment.
• Ability to build and maintain sound relationships with internal and external stakeholders.
• Ability to multitask and work under minimum supervision.

Applications Instructions

Cover letters and resumes should be sent by mail through post/EMS/DHL/ or any reliable Courier to Senior Human Resources Manager, P.O. Box 6396, Mbeya, or sent through e-mail to recruitment@hjfmri.or.tz.

NOTE: To be considered, applicants must put the TITLE OF THE JOB in the SUBJECT LINE. Hand-delivered applications will not be accepted. The deadline for applying is September 27th, 2024. As detailed in the job description(s) below, those who do not meet the minimum requirements will not be considered.

HJFMRI is an equal-opportunity employer. Women are encouraged to Apply.