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 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 in as far 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.

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.

• management skills

• Data organization and documentation

• Event Communication Logistics

• General Administration

• Communication Skills

• Record Management Skills