Descriptions

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.

Requirements

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.

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

• management skills
• Data organization and documentation
• Event Communication Logistics
• General Administration
• Communication Skills
• Record Management Skills

• 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.