Executive Assistant to the Director – Dodoma Christian Medical Centre

Job Description:
The Dodoma Christian Medical Centre Trust (DCMC Trust) is a Registered Trust as an independent Non-Governmental Organization with Christian values and is governed by The Board of Trustees. Its main offices are located in Ntyuka Village 5 km from central Dodoma town, Tanzania. The mission of DCMC Trust is to provide accessible and sustainable quality health care through Tanzanian comprehensive health system with compassion and love of Jesus Christ in collaboration with other stake holders and in line with the Government policies DCMC Trust is an equal opportunity employer and invites qualified Tanzanians to fill the following vacant positions.

Job reference Number: DCMC-HO-01
Position: Executive Assistant to the Director
Duty Station: DCMC Dodoma Reports to: Director

Position Summary: The incumbent will provide executive support in one on one working relationship; s/he will serve as the primary point of contact on all matters pertaining to the office of the DCMC director. S/he will provide logistical and office coordination to the organization providing general office management, meetings and event coordination. S/he will manage internal and external communication on behalf of the director and be a liaison to the board of trustees and senior management team, organizing and coordinating external outreach and external relations efforts and oversees special projects.

Duties and Responsibilities
Complete a broad variety of administrative tasks for DCMC director including managing extremely active calendar of appointments, completing expense reports, composing and preparing correspondences; arranging complex and detailed travel plans, itineraries and agenda
Plan, coordinate and ensure the Director’s schedule is followed and respected; communicate directly and on behalf of the director with board members, donors and others on matters related to the director’s programmatic initiatives.
Provide a bridge for smooth communication between the director’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior Management team.
Work closely and effectively with the Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
Complete critical aspects of deliverables with a hands on approach including drafting acknowledgement letters, correspondences and other tasks that facilitate the director’s ability to effectively lead the institution
Prioritize conflicting needs, handle matters expeditiously, proactively and follow through on projects to successful completion, often with deadline pressure
Assist the board members with travel arrangements, lodging, and meal planning as required while maintaining discretion and confidentiality in relationship with all board members.
Adhere to compliance with applicable rules and regulations regarding board and board meeting matters, including advance distribution of materials before meetings in electronic/paper format
Participate as an adjunct member of executive team including assisting in scheduling meetings
Assist in coordinating the agenda for senior Management team meetings and off sites and all staff meetings
Flag, manage and assist with the writing of and compiling of regular monthly reports, integrating inputs from multiple sources.
Manage for the director growth targets of the institution and the related programs to meet the goals. Monitor, compile and report progress on the programs highlighting risks, delays and opportunities to enable the director to make informed decisions.
Perform any other related duties as directed from time to time

Preferred Skills:
Qualifications and Experience:
Holder of Bachelor degree or equivalent in Management related courses
At least five (5) years working experience supporting c-suite executives preferably in a non-profit organization
Proficient in Microsoft Office (Outlook, Word, Excel and power point), adobe Acrobat and social media web platforms

Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
Expert level written and verbal communication skills

Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate high level of customer/client service response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

MODE OF APPLICATION:
All Applicants are requested to follow the instructions provided. Failure to comply with the instructions may lead to disqualification of your application
The Job Descriptions for the advertised positions will be obtained in DCMCT website. (http://www.dcmct.or.tz/careers )

The job reference number should be clearly indicated on top of the envelope or e-mail Subject/headline
All applications containing letter of application, certified copies of your academic certificates and a detailed CV with at least three referees, should be through post or email (P O Box 658 Dodoma or E-mail: [email protected]).

Closing date and time: Thursday 6 th April 2017 at 16.30 hrs.
Only shortlisted candidates will be contacted for interview
No hand delivered applications will be processed for these positions All Applications should be in a self-addressed Envelope marked JOB APPLICATION (show Job reference number) to Director Dodoma Christian Medical Centre Trust P.O. Box 658 Dodoma

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