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 Support Specific Responsibilities Front 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