Vacancy title:
Office Administrator

[Type: FULL_TIME, Industry: Healthcare, Category: Admin & Office]

Jobs at:
KOFIH Tanzania

Deadline of this Job:
Wednesday, June 25 2025

Duty Station:
Dar es Salaam | Dar es Salaam | Tanzania

Summary
Date Posted: Tuesday, June 17 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Job Summary

The role of an office administrator is important in maintaining effective operation of the office setting. Generally, this position involves responsibility to provide comprehensive administrative support, ensuring that day-to-day activities are conducted. This includes close collaboration with the project coordinators and liaising with the organization’s experts. To achieve excellence in this position, the office administrator is required to possess a diverse range of competencies, notably in organizational efficiency, effective communication, and sound managerial practices. Strong organizational abilities are essential for the efficient management of tasks, schedules, and resources. Communication skills are vital for a smooth interaction within the office and serve as a bridge between various stakeholders. Furthermore, well-developed managerial competencies are requisite for the effective oversight and coordination of diverse operations, which in turn promote a productive and harmonious work environment.

Main Duties and Responsibilities:

• Managing calendars, scheduling appointments, and handling correspondences.
• This involves organizing meetings, preparing agendas, and taking minutes.
• Assisting in monthly payroll process, generating control numbers for statutory payments (NSSF, WCF, PAYE, PDPC), and keeping records and receipts accordingly.
• Facilitate effective communication within the office and act as a point of contact between different departments, management, and external stakeholders.
• This includes responding to inquiries, relaying messages, and ensuring information flows accordingly.
• Manage tasks, deadlines, and priorities to ensure smooth day-to-day operations.
• This involves coordinating schedules, tracking activities, and assisting in time-sensitive activities.
• Oversee office resources, including supplies, equipment, souvenirs, and facilities.
• This includes procurement, inventory management, and ensuring a well-maintained and organized workspace.
• Assist expatriates within the organization by providing administrative support, permits applications, logistics, and addressing any specific needs they may have.
• Maintain accurate and organized records, including files, documents, and databases.
• This is crucial for easy retrieval of information and compliance with organizational policies.
• Ensure that office procedures and policies are followed and recommend improvements where necessary.
• This includes staying informed about company policies and procedures and communicating them to staff.
• Organize and coordinate office events, conferences, or workshops.
• This involves handling logistics, managing invitations, and overseeing the smooth execution of the event.
• Handling sensitive information, maintaining confidentiality in dealing with various aspects of the organization.
• Address day-to-day challenges that may arise in the office, troubleshoot issues, and implement solutions to enhance efficiency and resolve operational problems.
• Assistance to clients, stakeholders or visitors by addressing inquiries and directing them to the accordingly.
• The Office Administrator will be responsible for assisting in the maintenance of monthly reports for office vehicles and overseeing daily office cleaning operations.
• Be adaptable and responsive to changing priorities, ensuring a flexible approach to meet the dynamic needs of the office and organization.
• Perform any other additional tasks as required by the supervisor and KOFIH Tanzania Office

Qualification

• A minimum of a bachelor’s degree in public administration, Human Resource Management, Business Administration, international relations, or a social science field.
• 1-2 years of working experience in the relevant field, particularly in governmental or international agencies, and non-governmental organizations (NGOs).
• Preference is given to candidates with experience working with international development organizations and a solid understanding of international reporting procedures.
• Attentiveness to detail in ensuring accuracy and precision in handling information, reports, and administrative tasks.
• Exceptional English written and oral communication skills, strong critical thinking, problem solving, working-centric approach, purpose-driven thinking, accountability, and time-punctuality
• Ability to work independently, but in a consultative environment with other staff and supervisor

Skills and Proficiencies

• Must be an excellent computer literacy with strong knowledge of Microsoft office package
• Excellent presentation skills
• Excellent interpersonal, communication, and coordination skills
• Reporting, professionalism, multitask, teamwork, and confidentiality

Cultural Sensitivity and Professional Conduct:

We highly value cultural respect and diversity in our work environment. The successful candidate should exhibit a genuine appreciation for Korean culture, displaying respectful behavior, good manners, and a humble demeaner. We believe that a positive attitude significantly contributes to a harmonious workplace. We encourage applicants to embody these qualities in their professional interactions.

Work Hours: 8

Experience in Months: 12

Level of Education: bachelor degree

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