Administrative Assistant – AGPAHI

The Ariel Glaser Pediatric AIDS Healthcare Initiative (AGPAHI) intends to recruit several
positions in the organization. The successful candidates will lead the different components of the
organization with the aim of achieving the organizations’ mission and vision and specific project
goals and objectives.

Position: Administrative Assistant (02)
Reports to: HR & Administration Officer
Duty station: Shinyanga and Mwanza
Purpose of post:
To administer and oversee essential administrative activities in Shinyanga/Mwanza office

1.1 Reception
 Ensure good relationship between the Organization and the public in person, over the
phone, and through e-mails when interacting with or visiting the Shinyanga and Mwanza
 Maintain reception information/literature.
 Keep the reception area tidy and welcoming during office hours.
 Ensure Shinyanga Office Access Procedures are followed at all times.
1.2 Mail Administration
 Liaise with the Logistics Officer in distribution of official mails.
 Acknowledge receipt of all incoming mails, register the same and channel to responsible
official for action.
 Administer incoming and outgoing documents and parcel couriers
1.3 Secretarial Duties
 Maintain and control office supply, stationery, and kitchen supplies for Shinyanga office.
 Oversee and facilitate hotel, transport logistics and other travel needs for AGPAHI Staff
and official visitors.
 Organize and assist with travel arrangements for all official travelers
 Manage key vendor relationships with local hotels and Travel Agency
1.4 Property and Equipment Management
 Oversee the use and maintenance of the office equipment including the photocopier, fax,
binding machine to ensure that they are in working order and arrange for their repair and
maintenance as needed.
 Oversee proper running of utilities for the building such as electricity water and proper
function of telephone lines.
 Oversee and manage the cleaning of the building and the surrounding.
 Manage safety and security of the building and assets.
 Ensure Shinyanga Office storerooms are organized and clean.
1.5 Field Support
 Liaise with Regional Admin Staff to ensure standard Admin policies and procedures are
implemented in each office.
1.6 Other Duties
 Assess Admin policies and procedures on an on-going basis to identify and propose new
policies or changes as needed, in addition to monitoring the implementation of existing
Admin policies to ensure they are being properly adhered to.
 Any other relevant duties as assigned by Finance & Administration Officer

Qualifications, Skills and ability
 Educational background relevant to fulfillment of the duties and responsibilities as
described above(University/college degree on related field is required)
 2-3 years’ experience as an Office Administrator.
 Previous experience in working with NGO sector is required.
 Strong interpersonal skills
 High quality written & oral communication ability
 Strong supervisory skills

Interested candidates should submit a cover letter and CV (not exceeding four pages) and names
and contact information of three referees either physically or by post ONLY in the address

To the Executive Director
Ariel Glaser Pediatric AIDS Healthcare Initiative (AGPAHI)
Plot 372, House No. 7 Chole Road (Near Coco Beach)
P.O. Box 38252
Dar es Salaam

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