26 Nov 2018

Office Executive Assistant at Foundations for Civil Society (FCS) November, 2018

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Job Description

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Office Executive Assistant at Foundations for Civil Society (FCS) November, 2018

Job Title: Office Executive Assistant

Foundation for Civil Society is a Tanzanian non-profit organization that supports civil society organizations 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 all with qualifications, dynamic Tanzanians to fill the following vacant positions 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.

REPORTS TO: Executive Director

SUPERVISION: None

BROAD FUNCTION

The Office Executive Assistant supports the Executive Director and is responsible for the Executive Secretarial role, Board Management, and Office administration.

DUTIES AND RESPONSIBILITIES

Executive Secretarial Roles

  • 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
  • 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 the 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
  • 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
  • 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 a computer, scanner, fax, telephone, and printers are in good working
  • 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 the airline, hotel reservations, airport pickups and / drop-offs are done and confirmed in a timely and correctly
  • 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
  • Participate in Risk Management process
  • Carry out any other functions assigned by the Supervisor.

Board Management

  • Minutes: The incumbent is responsible for ensuring that accurate minutes of meetings are taken and Requirements of minutes may vary but should include at a minimum; date, time, location of meeting, list of those present and absent: list of items discussed; list of reports presented; Text of motions presented and description of their disposition.

The incumbent ensures a final copy of the approved minutes has been signed and ensures that this copy is maintained in the records.

  • Custodian of records: The incumbent ensures that the records of the Foundation are maintained as required by the constitution and the law and made available when required by authorized persons. These records may include founding documents, (eg. letters patent, articles of incorporation), lists of directors, board and committee meeting minutes financial reports, and other official records.
  • Membership Records: The incumbent ensures that official records are maintained of members of the Foundation and Board. The incumbent ensures that these records are available when required for reports, elections, referenda, other votes, etc.
  • Communication: The incumbent ensures that proper notification is given of directors’ and members’ meetings as specified in the bylaws/ constitution. The incumbent manages the records of general correspondence of the Board of Directors.
  • Lastly,Filing of Documents: The Secretary incumbent is responsible for ensuring that documents necessary to maintain the corporation are filed.

Logistics & procurement:

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

PERSON SPECIFICATIONS

Academic and/or Professional Qualifications & Experience

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

Skills

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

REMUNERATION

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

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MODE OF APPLICATION

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

  1. A typed application letter stating why you feel you are the best candidate for the post
  2. A fully typed curriculum vitae (CV)
  3. Copies of relevant certificates
  4. Full contact details, including telephone numbers and e-mail address
  5. The names and contact details of three (3) professional references.

Closing date for all applications will be 3rd December 2018. No Applications after this date. Only short-listed candidates will be contacted.

The Executive Director Foundation for Civil Society, 7 Madai Crescent Ada Estate Plot 154,

P O. Box 7192,

Dar es Salaam.

Website: www.thefoundation-tz.org Email: [email protected]

The Foundation has zero tolerance for bribery and corruption. Gender Equality and Diversity is our Commitment.

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.

Job expires in Endless.

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