26 Aug 2020

Front Office /HR Assistant at Medical Teams International

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Job Description                                                                                  

FRONT OFFICE /HR ASSISTANT (1) POSITION                                                   

Medical Teams International TZ

Department HR & Administration
Reports to Direct: HR Officer Technical: NA
Location Kasulu or Field Office, with occasional travel to field locations
Work Days & Hours Monday-Friday, 40-45 hours/week, occasional weekends and public holidays
Supervises Direct: Cleaner/Cook (office) Technical: NA

 

MTI Calling 

                  Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

 

 JOB SUMMARY                                                                                                                                                                                                                       

Responsible for overseeing front office including assisting visitors, managing phones and handling mail. Assists HR Department and other departments upon request and directly manages Office Cleaner.

 

 JOB RESPONSIBILITIES                                                                                                                                                                                                          

  • Welcome visitors and direct to appropriate offices
  • Operate telephone switchboard as needed.
  • Support HR Department on a regular basis regarding recruitment tasks, appointments, management of HR documents and other clerical duties
  • Support spot checks of HR Office on staff attendance and adherence to MTI regulations on health facility level
  • Assist all departments with admin related tasks upon request including copying, filing, arranging meetings, taking minutes, etc.
  • Responsible for ensuring meal preparation and cleanliness of facilities and premises
  • Handle and prioritize all correspondence
  • Oversee toner and paper requirements for printer and arrange maintenance as needed
  • Manage office stationary supply and place orders on time to avoid running out of stock
  • Support departments in organising internal and external events including invitations, venue set up, catering, accommodation etc.
  • Update contacts and directories as needed
  • Ensure cleanliness of facility by supervising Office Cleaner/Cook and ensure maintenance needs are raised to the Logistics Department
  • Ensure direct reports have clear objectives, receive mentorship and participate in capacity building opportunities
  • Conduct performance evaluations and enforce disciplinary procedures as per MTI policy
  • Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.
  • Other duties as assigned

 EDUCATION, LICENSES, & CERTIFICATIONS                                                                                                                           

  • Diploma in Secretarial Studies, Office Management or equivalent is required

 

 EXPERIENCE                                                                                                                                                                                 

  • 2 years of front office work experience is required
  • Experience working with INGOs is an added advantage

 KNOWLEDGE, SKILLS & ABILITIES           

KNOWLEDGE

  • Knowledge of reception activities and secretarial procedures

SKILLS

  • Skilled in administrative tasks and highly organized
  • Skilled in liaising with vendors
  • Skilled at using Microsoft Word, Excel and Outlook
  • Good interpersonal and communication skills, with a strong command of written and spoken English

ABILITIES

  • Ability quickly adapt to provide prompt service to visitors
  • Friendly and welcoming attitude
  • Ability to maintain detailed records with high accuracy
  • Ability to hold staff accountable to work responsibilities, MTI protocol and ethical standards
  • Ability to support MTI Calling and adhere to the MTI Code of Conduct

 

PHYSICAL CONDITIONS                             

This position requires occasional travel to health facilities located in remote areas with very basic living conditions.

 

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      Method of Application

Application Procedure:

  1. Interested applicants who meet the criteria should email their Application letter and CV ONLY saved as your name (Surname FirstName) in PDF or Word ONLY with subject as ‘’Front Office/HR Assistant” including 3 work related referees to; [email protected]
  2. Indicate your Salary expectation/ current or previous salary/Notice Period; at the bottom of your CV
  3. INDICATE CLEARLY IN THE SUBJECT LINE: Front Office/HR Assistant.
 





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