Office Administrator/receptionist

The Office Administrator/Receptionist will provide support to office administration and front desk activities, ensuring the Secretariat office is well-managed and welcoming to members, partners, and visitors.

Major Responsibilities• Front Desk & Visitor Services• Office Administration & Supplies Management• Communication & Correspondence Handling• Document, Records & Asset Management• Logistics, Health & Safety Support• Administrative SupportSpecific ResponsibilitiesFront Desk & Visitor Services• Attend the front desk and receive visitors professionally.• Ensure visitors sign the visitors’ book and issue visitor passes as required.• Direct visitors to relevant staff and coordinate meeting room bookings, ensuring rooms are prepared.• Prepare coffee/tea for visitors as appropriate.• Maintain logs of visitor statistics and front desk activity.Office Administration & Supplies Management• Ensure office cleanliness, arrangement, and upkeep.• Track office supplies and consumables, liaise with suppliers, and place orders proactively.• Oversee office opening/closing arrangements and confirm basic security measures are observed.Communication & Correspondence Handling• Receive and direct incoming calls professionally; take and deliver messages promptly.• Monitor and respond to general office email accounts.• Manage incoming and outgoing mail/courier services.• Support the documentation and minuting of various meetings held by the Secretariat and UVIWADA leadership.Document, Records & Asset Management• Support filing, scanning, electronic archiving, and proper storage of operational documents.• Organize and maintain physical files in office cabinets for easy retrieval.• Maintain and update the office asset register (including serial numbers).• Support safe custody and proper use of office assets.Logistics, Health & Safety Support• Support participant registration during meetings/workshops.• Coordinate related logistics such as bookings and confirmations.• Support upkeep of first aid kits, emergency contact lists, and fire safety equipment.• Assist with fire drill coordination or visitor safety briefings.Administrative Support• Provide administrative support to the emergent national association along the lines of the above major responsibilities, insofar as the Secretariat is hosted in the offices• Administrative support, including receiving guests, managing general communications, supporting filing, and supporting various logistics associated with meetings.

Qualifications, Knowledge, and Experience• Diploma in Social or Business Studies or related field.• Administrative/Secretarial Diploma from a recognized institution.• At least 3 years’ experience working in a similar position, preferably in a busy office.• Exposure to NGO/CSO work environment.• Proven ability to work with minimum supervision.• Computer literacy (Word and Excel essential).• Strong verbal and written communication skills in English and Swahili.• Hardworking, willing to learn, smart, polite, and assertive.• Ability to work with people of different cultures.• Female candidates and Dar es Salaam residents are encouraged to apply.

• management skills

• Data organization and documentation

• Event Communication Logistics

• General Administration

• Communication Skills

• Record Management Skills

Apply At: Niajiri.Africa