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Executive Assistant at School of St. Jude

Posted in NGO Jobs in Tanzania

Ref: TSOSJ/HR/AM/01/2020

Duty Station: Moshono Business Office, Arusha, Tanzania (travel between campuses is required).

Reporting To: The Academic Manager

About us

The School of St Jude is an educational institution, entirely funded by charitable donations, that provides free, high-quality primary and secondary scholarships to 1,800 of the poorest and brightest students in the Tanzanian region of Arusha and supports hundreds of graduates through higher education.

Key Responsibilities & Tasks

  • Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
  • Prepare internal and external documents for team members in consultation with the Academic Manager.
  • Schedule meetings and appointments. Ability to manage and prioritise these on behalf of the Academic Manager.
  • Receive and return all HR and purchasing documents requiring signature.
  • Maintain an organised filing system of paper and electronic documents.
  • Develop and sustain a level of professionalism among staff and our stakeholders (including visitors, parents, students and government officials).
  • Proficient in collaboration and delegation of duties.
  • Acting as a first point of contact in dealing with correspondence and phone calls.
  • Manage diaries and organise meetings, appointments, and often controlling access to the Academic Manager.
  • Organise events and conferences.
  • Remind the Academic Manager of important tasks and deadlines.
  • Type, compile and prepare reports, presentations and correspondence in both English and Kiswahili.
  • Miscellaneous tasks to support the Academic Manager, which will vary from time to time.

Other Duties

  • Periodically suggest improvements to the department’s procedure and submit to your supervisor for approval.
  • Participate and support fellow staff in school mission related activities such as all School Celebration Days throughout the year.
  • Participate in student selection process, in particular working after hours on rest days and public holidays up to 20 Saturdays per annum.
  • Perform any other duties as assigned by Head of Department, Manager and Deputy Director and the Employer.

Qualification, Skills and Attributes

  • Minimum Diploma in Business Administration or Advanced Secretarial Management.
  • Minimum of 2 years of experience as a Personal Assistant or Executive Assistant reporting directly to senior management.
  • Must have experience with the Tanzanian education system.
  • Added advantage:

o Typing speed and accuracy (50WPS)

o Experience in Modern Educational Institutions

o Passion to work with Children

  • Exceptional writing, reading, verbal and communication skills in English and Kiswahili.
  • Advanced Microsoft Office skills, with an ability to become familiar with firm- specific programs and software
  • Demonstrated exceptional attention to detail is crucial.
  • Exceptional interpersonal skills.
  • Friendly, professional and mature demeanour.
  • Expected to appear in professional attire.
  • Discretion and trustworthiness, as you will often be party to confidential information.
  • Flexibility and adaptability.
  • The ability to be proactive and take the initiative to develop new processes or procedures that would improve the effectiveness or efficient of the work.
  • Tact and diplomacy.
  • Strong organisational, staff management and problem-solving skills with impeccable ability to multi-task.
  • Willingness to work in an English Medium Environment and Educational Institution.
  • Ability to work independently and take instruction.

How To Apply

  • Interested Candidates for this job are kindly requested to send their CV accompanied by a Cover Letter to [email protected] Applications should be sent by 28th February 2020. SUBJECT LINE MUST INCLUDE THE  REFERENCE NUMBER.