Job Summary

Ifakara Health Institute is seeking Administrative Assistant who will be stationed at Ifakara, Morogoro to support all day-to-day administrative functions to the project. Admimistrative Assistant is expected to provide crucial administrative and logistical support to project managers and teams, ensuring smooth daily operations by managing schedules, coordinating meetings, organizing documents, tracking tasks/budgets, handling communications, procurement of supplies, payment and Human Resource issues.

Responsibilities

• Perform general clerical duties such as photocopying, scanning, mailing, filing, making phone calls, and responding to emails.
• Liaise with Procurement Unit and make follow ups on project goods and service providers utility and bills, etc
• Liaise with Human Resources Unit and coordinate on human resources matters and keep records for project staff
• To ensure the study is done according to the working protocol and adherence to the ICH Guidelines of Good Clinical Practice (GCP)
• To maintain close professional relationship with the government officials in the study area Order project supplies for office and research activities.
• Set up meetings and assist project staff with arrangements for conference attendance and other work-related travel.
• To oversee that the study site is properly arranged and has enough supplies for daily activities
• To work in a professional and ethical manner with competence, accountability and integrity.
• To perform any other duties assigned by the supervisor
• Maintain hard copy and electronic filing systems, including keeping up-to-date records for project activities, office space, and supplies
• Organize meetings, trainings and workshops, and manage payment issues.
• Perform any other duties as may be assigned by the supervisor

Skills

• Good Computer Skills /ICT skills and knowledge
• Flexible, open to change and supportive of others, and good interpersonal and organizational skills.
• Problem solving skills, and teamwork
• Pro-active and time management skills
• Emotional Intelligence.

Qualification Required

• Diploma in Secretarial Studies or Public Administration or Business Administration
• Certificate in Computer studies

Experience

At least one-year of experience working on similar tasks or post with a reputable organization.

Preferred Language Skill

Excellent written and oral communication skills in both English and Swahili languages

• Perform general clerical duties such as photocopying, scanning, mailing, filing, making phone calls, and responding to emails.
• Liaise with Procurement Unit and make follow ups on project goods and service providers utility and bills, etc
• Liaise with Human Resources Unit and coordinate on human resources matters and keep records for project staff
• To ensure the study is done according to the working protocol and adherence to the ICH Guidelines of Good Clinical Practice (GCP)
• To maintain close professional relationship with the government officials in the study area Order project supplies for office and research activities.
• Set up meetings and assist project staff with arrangements for conference attendance and other work-related travel.
• To oversee that the study site is properly arranged and has enough supplies for daily activities
• To work in a professional and ethical manner with competence, accountability and integrity.
• To perform any other duties assigned by the supervisor
• Maintain hard copy and electronic filing systems, including keeping up-to-date records for project activities, office space, and supplies
• Organize meetings, trainings and workshops, and manage payment issues.
• Perform any other duties as may be assigned by the supervisor

• Good Computer Skills /ICT skills and knowledge
• Flexible, open to change and supportive of others, and good interpersonal and organizational skills.
• Problem solving skills, and teamwork
• Pro-active and time management skills
• Emotional Intelligence.

• Diploma in Secretarial Studies or Public Administration or Business Administration
• Certificate in Computer studies