Office Secretary

at CVM
Published November 9, 2022
Location Bagamoyo, Tanzania, United Republic of
Category Administration  
Job Type Full Time  

Description

CVM is seeking to recruit a Office Secretary. The office secretary will serve as an assistant to the Administrator helping, coordinate general staff meetings, oversee office and volunteers’ security, handle petty cash schedule, may coordinate staff and visitors’ travel, compile, answer telephones, take messages, and welcome visitors. S/he will assist with general office duties including car logistics.

MAJOR DUTIES
Maintain all staff records and files;
Provide support to the Administrator: preparing payment vouchers;
Custodian of office petty cash;
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 the administrator for payment processing;
Helping, coordinating general staff meetings, drafting and preparing minutes of meetings.
Answer telephones, take messages and receive / welcome visitors;
Make calls for staff upon request;
Handle incoming and outgoing mails and parcels;
Ensure continuous availability of office utilities and logistics;
Handling of car logistics and updating file;
Report and follow up on faulty lines;
Responsible for front office security;

Skills

Diploma in secretarial studies or equivalent;
2 years or more relevant experience as a Secretary or Administrative Assistant;
Familiarity with office organization and optimization techniques;
High degree of multi-tasking and time management capability;
Excellent written and verbal communication skills;
Ability to communicate in English and Swahili is essential
Good computer skills, especially in word, excel, email and internet
Proficiency in MS Office;
Strong organizational skills;
Demonstrated ability to work collaboratively with diverse teams and interface effectively with internal and external stakeholders;
Excellent proofreading and editing skills;
Flexible and adaptable to changing priorities;
Ability to work under pressure;

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