Foundation for Civil Society is a Tanzanian non-profit organisation that supports civil society organisations through delivering grants and capacity building initiatives. This is done in order to enable the CSOs to mobilize citizens to engage effectively in poverty reduction efforts as set out in Vision 2025, and the National Strategy for Growth and Reduction of Poverty. 

As part of its Strategic Plan 2016 — 2020, the Foundation for Civil Society aims to nurture a strong civil society that is creative, imaginative, sustainable and accountable. Thus Foundation sees this as vital to the achievement of its overall goal of ensuring that Tanzania achieves its 2025 vision for growth, reduction of poverty, improved governance and a better quality of life for all its citizens. 

 

FCS is inviting applications from qualified, dynamic and motivated Tanzanians to fill the following vacant positions below in its offices in Dar es Salaam. These positions offer an excellent opportunity to work with and learn from civil society organizations from all over the country. 

BROAD FUNCTION 

DUTIES AND RESPONSIBILITIES 

• Manage the Executive Director's diary and appointments. 
• Liaise with relevant individuals inside and outside the Foundation to arrange meetings and schedule appointments for the Executive Director. 
• Take and relay accurate and timely messages from telephone callers and visitors for the ED office. Arrange appointments, receive visitors, place, and screen telephone calls, where possible respond to routine requests for information that relate to ED office.
• Draft, type and dispatch all the Executive Director's correspondence ensuring correct spelling, punctuation, presentation, and format. Manage outgoing and incoming faxes and e-mails. Confirm receipt of outgoing faxes and e-mails by addressees and ensure proper filing. 
• Type documents and reports ensuring correct spelling, punctuation, presentation, and format and Take minutes of meetings as required. 
• Communicate verbally and in writing to answer inquiries and provide information in all matters related to the ED.
• Maintain Foundation records and administer an efficient filing system for easy retrieval of information and records. 
• Ensure office equipment in the Executive Directors office such as computer, scanner, fax, telephone, and printers are in good working condition. 
• Receive, screen, log and route correspondence addressed to the Executive Director and attach necessary background information. 
• Organize Foundation visitor's travels by ensuring that booking for airline, hotel reservations, airport pickups and / drop offs are done and confirmed in a timely and correctly manner.
• Process work/residence permit applications and visas for staffs. 
• Coordinate the Executive Director's travel arrangements and field movement including ground transportation, ticketing and Hotel accommodation. 
• Participate in Risk Management process 
• Carry out any other functions assigned by the Supervisor. 

• The incumbent will assist in managing front desk and issues related to administration in general 
• Assist procurement committee to plan and coordinate meetings. 
• Assist in the discovery of the most profitable suppliers and initiate business partnerships 
• Assist procurement committee to negotiate with external vendors to secure the most advantageous terms and approve the ordering of necessary goods and services 
• Finalize details of orders and deliveries and Examine and re-evaluate existing contracts 
• Collaborate with key persons to ensure the clarity of the specifications and expectations of the organization 

PERSON SPECIFICATIONS 

• A Holder of a Diploma in Business Administration with knowledge of Secretarial Studies from a nationally recognized training institution.
• Knowledge and experience of using computer applications - spreadsheets, word processing, and database management is a must. 3-4 years' experience as a secretary or personal assistant in a reputable organization. 

• Good administrative and secretarial skills 
• Good interpersonal skills & Good planning and organization skills 
• Good verbal and written communication skills in both Kiswahili and English. 
• Detail orientated & Ability to maintain confidentiality 
• Good time management skills & Customer-service orientation Ability to take personal initiative & Trustworthy and reliable Ability to manage stress & Basic numerical skills

The Foundation offers an attractive salary commensurate with qualifications and experience, career development opportunities and excellent working conditions. 

 

If you feel you meet the criteria outlined above, please apply in writing to the address below, and enclose the following documents: 

A typed application letter stating why you feel you are the best candidate for the post A fully typed curriculum vitae (CV) 

 

Closing date for all applications will be 3rd December 2018. Applications received after this date will not be considered. Only short-listed candidates will be contacted. 

 

 

The Foundation has zero tolerance to bribery and corruption. We are committed to Gender Equality and Diversity. 

The Foundation is also an equal opportunity employer and therefore all applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, genetics, disability and age.