14 Apr 2022

Personal Assistant / Secretary to the Vice Chancellor at SUMAIT

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Job Description


The Abdulrahman Al-Sumait University (SUMAIT) is built on the foundation of the former University College of Education Zanzibar established in 1998 by a charity organization; Kuwait based, Direct Aid (DA). In line with this expansion, SUMAIT wishes to invites applications from suitable qualified Individuals to fill the vacant Academic and administrative posts as follows:-

Personal Assistant / Secretary to the Vice Chancellor (1 post)

Job holder is expected to have personal administrative skills and talents to support and report to the Vice Chancellor. The Personal Assistant provides high-level administrative support to the Vice-Chancellor whose activities are multi-dimensional, extremely complex and externally visible which are paramount to the success, reputation and integrity of the University.

Essential Duties, Tasks & Responsibilities:

Provides high-level pro-active support to the Vice-Chancellor and to ensure the smooth running of the Vice-Chancellor’s office, including effective and complex diary management;
Provides the exceptional level of organization required in an extremely busy and high profile office;
Provides a professional interface between the Vice-Chancellor and internal and external contacts;
Supports the University’s priorities as identified by the Vice-Chancellor, including high profile events and visits;
Promotes a positive image of the University when dealing with internal and external clients;
Organizes meetings and associated administration;
Drafts letters and replies for the Vice-Chancellor’s signature;
Deals with enquiries and issues that arise in the Vice-Chancellor’s office and on behalf of the Vice-Chancellor, initiating action or referring where appropriate, and making judgments about the urgency of issues;
Deals with normal and confidential correspondence including e-mails; recording and monitoring deadlines and ensuring appropriate circulation where necessary;
Arranges visits and meetings.
Makes travel arrangements, itineraries, reservations and other arrangements with a view to optimizing the use of the Vice-Chancellor’s time.
Prepares monitors and manages the office budget and controlling of the office’s petty cash float.
Maintains the Vice-Chancellor’s diary on a daily basis, prioritizing items for action, with consideration to deadlines and diary commitments.
Monitors work that enters the office through to completion, in consultation with colleagues, and members of the University’s management team, as appropriate, and makes arrangements in accordance with the agreed programme


Holder of at least Diploma or Bachelor’s degree in Public Administration, Business Administration majoring in Corporate Management or Governance, Mass Communication and Publicity, Business Management or equivalent from a recognized higher learning institution.
Superior skills in Microsoft Office (Outlook, Word, Excel, Power Point and keynote) and Adobe Acrobat.
IT skills, including Microsoft Office packages, databases, web and email are essential.
Must have very good command of English and profound writing skills.
Three (3) years working experience in similar post, two (2) of which must be from Senior Level in a reputable institution.

Knowledge, Skills and Abilities Required
Well developed organizational skills and ability to work on own initiative and make rational, informed decisions.
Well developed written and oral communication skills.
Ability to meet the demands of a heavy workload and priorities demands in order to meet deadlines.
Ability to deal with confidential information and exercise the utmost discretion when dealing with sensitive organizational information and interactions.
Ability to multitask effectively to a variety of deadlines.
Excellent problem solving skills.
Positive, enthusiastic, and customer-friendly approach.

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Method of Application

Applicants should submit their applications supported by detailed Curriculum Vitae (CV), certified copies of their certificates, names and addresses of three non-relative referees who can be contacted for references. Foreign awards should be verified by Tanzania Commission for Universities (TCU).

Salary and Remunerations SUMAIT University offers attractive salary and remunerations according to the University’s Salary Scales. Dead line 28/04/2022 Hand delivered application should reach to SUMAIT, Chukwani Street Zanzibar not later than 3:30hrs on 28th April, 2022. Or you can send your application through: Email at: [email protected]

Applications should be addressed to:

Vice Chancellor, SUMAIT

P.O. Box 1933, Zanzibar.

Email: [email protected]

Shortlisted applicants SHALL be contacted in person.

Abdulraman Al-Sumait University is an Equal Opportunities Employer.

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