PATH is an international organization that drives transformative innovation to save lives and improve health, especially among women and children. We accelerate innovation across five platforms—vaccines, drugs, diagnostics, devices, and system and service innovations—that harness our entrepreneurial insight, scientific and public health expertise, and passion for health equity. By mobilizing partners around the world, we take innovation to scale, working alongside countries primarily in Africa and Asia to tackle their greatest health needs. Together, we deliver measurable results that disrupt the cycle of poor health.
PATH is looking for a qualified candidate to fill the vacant position of Office Coordinator/ Receptionist for its PATH office in Tanzania. The Office Coordinator / Receptionist will answers telephones, take messages and welcome visitors. S/he will assist with general office duties such as coordinating internal meetings/conference rooms, maintaining lobby area, receiving mail/packages, etc. S/he will schedule & coordinate travel for visitors and staff including accommodations, vehicles, flights, etc. Facilitates and coordinates requests for quotations of supplies and order approved office & program supplies. S/he will serves as executive assistant to Country Program Leader helping schedule and plan meetings, may coordinate travel, compile and organize relevant background materials for meetings, and monitor follow-up activities. The Office Coordinator/ Receptionist will be based in Dar es Salaam and will report to The Country Program Administrator, Tanzania.
Specific Duties and responsibilities:
RECEPTION:
- Answer telephones, take messages and receive / welcome visitors.
- Make calls for staff upon request.
- Report and follow up on faulty lines.
- Maintain the appearance of the lobby / reception area and maintaining the schedule of the meeting rooms.
- Responsible for front office security.
- Handle incoming and outgoing mails and parcels.
ADMINISTRATION/ COORDINATION:
- Provide support to program Country Program Leader:
- Printing, copy and scanning the documents.
- Manage appointments with external contacts.
- Arrange transport for out of office appointments.
- Solicit quotations from vendors for approved procurements.
- Prepare Local Purchase Orders for approved procurements and send them to vendors.
- Receive and verify invoices received from various vendors, attach LPOs and submit to finance for payment processing.
- Manage contacts with hotel used by PATH Staff.
- Arrange travel and hotel bookings for PATH staff, PATH consultants and partners as instructed.
- Handling of meeting logistics.
- Support with document preparation such as typing, photocopying, scanning, and faxing as requested.
- Other duties that may be assigned by the supervisor.
- Detail oriented, organized, adaptable to changing priorities, and able to take the initiative.
- Flexibility and ability to work with strict deadlines.
- Excellent computer skills using Microsoft Office (particularly Word, PowerPoint, and Excel) and knowledge of SharePoint.
- Demonstrated ability to work well in team environment with program and technical staff and build relationships with diverse partners, collaborators, and field staff.
- Well-organized and detail-oriented with good follow-through and ability to work independently with minimal supervision.
- Ability to work in a multicultural work environment.
- Proactive and a problem solver.
Minimum of a Bachelor's degree or advanced diploma in related area, or equivalent, a minimum of two years' experience in public administration,USAID funded programs working experience, experience organizing meetings and/or workshops.
You must currently have legal authorization to work in Tanzania.
PATH is dedicated to diversity and is an equal opportunity employer.
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