Job Description

PCI is a non-profit organization with a mission to empower people to enhance health, end hunger and overcome hardship.  Our vision is that the most vulnerable people in the world will have the power to lift themselves out of poverty and will create vital, healthy lives for their families and communities now and in the future.  In Tanzania PCI has operated a number of programs in the education, health, agriculture and community development sectors.  The USDA supported “McGovern-Dole Food for Education” program supports school feeding, education and other components to improve literacy and health outcomes in Mara Region.  With recent support from the Eleanor Crook Foundation and the Conrad Hilton Foundation, PCI will be carrying out the EFFECT and EFFECT+ studies addressing early infant feeding practices and early childhood development in partnership with Harvard T.H. Chan School of Public Health, Purdue University and the African Academy of Public Health.

PURPOSE OF THE POSITION:

The Receptionist & Office Assistant is responsible to answer and redirect all calls to PCI Tanzania, welcome clients and direct them accordingly to the relevant office and or person. Performs administrative work for management and assists the Administration Officer with various administrative functions. The Successful candidate will be based in Dar Es Salaam will report to the Administration Officer.

KEY RESULTS AREA:

• Managing the Reception and PCI clients
• Office Management and Administration

DUTIES AND RESPONSIBILITIES:

• Support day-to-day office functioning, including reception of external visitors or service providers
• Support the Admin Officer on various administrative functions.

• Ensure that the reception area is well kept (neat and tidy) projecting a professional work environment
• With respect and courtesy, receive visitors to the office and direct them appropriately i.e  responses to inquiries
• Maintain a record of the visitors to the office; ensure that the visitor's Book is signed
• Manage Country Directors Diary and assist on the secretarial duties of the CD.
• Receive and distribute incoming mail to PCI Tanzania staff and arrange for collection/delivery of all outgoing mail including pouches via National and International courier service provider.
• Maintain the Call Register, Trip Reference Register, Outgoing Letters Reference Register and ensure that all out-going phone calls are noted
• Date stamp all correspondence received at the office and ensure that emails are always first routed to the Country Director 
• Maintain a filing system at the office; ensure that a copy of all incoming/ outgoing correspondenceutilityes bills, etc. are filed chronologically
• Send/receive pouches to other PCI offices;
• Ensure that the telephone, fax, photocopier machines and printers are in a state of good repair.  Immediately report any faults and liaise with service providers to ensure that PCI receives quality services
• Compose and type letters directed by management
• Develop and distribute meeting notices, minutes and follow up items

REQUIRED QUALIFICATIONS:

• Diploma or certificate in, Business Administration, Office Management or other relevant field
• 3 to 5 years of relevant professional experience.
• Computer skills (including experience with Microsoft Office suite, and other common software packages).