USAID/Tanzania granted IBI the contract for the Tanzania Monitoring, Evaluation, Learning, and Adaptation (USAID T-MELA) Activity. T-MELA is a four-year contract that will aid the USAID/Tanzania Mission with strategy- and activity-level performance monitoring, evaluation, and learning. This activity will also include data collection and verification, data visualization (including Geographic Information Systems), data quality assessments, impact and performance evaluations, assessments, organizational learning, and coordination with USAID’s implementing partners and DO teams. T-MELA has four components: i) Monitoring performance; ii) Assessments and evaluations iii) Collaborating, learning, and adapting; and iv) developing capacity for local M&E organizations. The MEL Support Platform will also execute a capacity-building agenda for the mission, establish a baseline of M&E expertise inside the mission, and design a curriculum to offer skill development to mission personnel.
The Administrative Assistant Intern will support T-MELA operations in the Operations, Finance, and Administration offices.
The Administrative Assistant Intern manages the front desk, office supplies, meetings, filing, and employee/client queries efficiently and timely, while adhering to T-MELA standards and expectations. The postholder serves as the initial point of contact and resource for all arriving visitors and employees. In addition, s/he offers collaborative day-to-day general office management, clerical, logistical, and administrative assistance.
Key Responsibilities:
- Reception Services
- Ensure that the reception desk is constantly manned (create an arriving and outgoing duty roster—respond to any client, staff, visitor, or consultant inquiries as soon as possible, referring to appropriate individuals as needed).
- Making sure the guest welcome area, front desk, and premises are clean, neat, and organized.
- Monitor front-of-house equipment (phones, computers, and chairs) to ensure it is always in excellent working condition.
- Ensure that courier deliveries, client receipts, papers, and communications are processed efficiently, and when accepting products sent by suppliers, adhere to procurement processes.
- Facilities Management & Maintenance
- Ensure that the office is always secure by coordinating with the security guard and ensuring that proper security measures are in place and working.
- Ensure that all normal maintenance is completed to maintain buildings, offices, and conference rooms safe and beautiful.
- Before leaving the workplace in the evening, be sure to shut and turn off all lights, air conditioning, switches, doors, and windows.
- Liaise with the office manager to ensure that the office receives products and services.
- Assist with the arrangement of the conference room (chairs and table) and collaborate with the cleaning to ensure that the conference room is in excellent shape at all times during meetings.
- Ensure that food services are available on time for the meeting and help with any essential needs in the conference room prior to and after the meeting.
- Travel Arrangements
- Assist the operation office to ensure all bookings, travel, and any other logistical arrangements are made.
- For arriving visitors, ensure that they are welcomed and provided with all necessary briefings and orientation; during their visit, check to ensure that all is going smoothly and provide support if necessary.
- Meetings & Events Management
- Assistance important meetings and events by providing the essential logistical assistance, such as extension cables, projectors, flip charts, pencils, notebooks, and marker pens.
- Ensure thorough awareness of the calendar of meetings and activities that must be organized, as well as the list of participants for each. (Schedule meeting time—Calendar)
- Assist with agenda preparation, collation, and distribution, as well as document printing, photocopying, and scanning, among other meeting materials.
- Support with taking minutes, keeping records, and maintaining correct files, including ensuring that meeting documentation is compliant.
Minimum Qualifications and Experience:
- A bachelor’s degree in public or business administration, or any other equivalent major from a recognized institution.
- At least one year of experience in a relevant role.
Essential Experience, Knowledge and Skills
- Excellent Microsoft Office expertise. (MS Excel, MS Word, MS PowerPoint, Outlook, etc.) or G Suite (Google Sheets, Google Docs, Slides, etc.).
- Excellent organizational and time management abilities.
- Excellent oral and written communication abilities. (Swahili, English)
- Maintain discretion and secrecy.
- Reporting skills
Competencies:
- Ability to collaborate with a wide range of stakeholders, including government agencies, international organizations, and local partners.
- Capability to handle several jobs and projects concurrently while achieving deadlines.
Professional Behaviour
- The individual should be able to work effectively with others and comprehend people from diverse backgrounds. They must be responsive to input and capable of managing change. It is important to be both autonomous and a strong team player. He or she should operate responsibly and maintain confidentiality.
Application Process and Deadline for Submission:
Interested individuals should send their applications, including a full CV and cover letter, to [email protected] with the job title as the topic.
Only those who have been shortlisted will be contacted for interviews. The deadline for submitting applications is the end of business day on November 8, 2024.
IBI is an equal opportunity employer that participates in E-Verify. Tanzanian people, particularly women, are highly urged to apply.
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