Since 2008, Thamini Uhai a non-governmental organization has contributed to the Government of Tanzania’s national efforts to reduce maternal and early neonatal mortality. Thamini Uhai supported introduction and implementation of maternal health program through bring quality EmONC in Kigoma, Pwani and Morogoro regions. 

In 2016 as part of improving the experience of care that leads to positive childbirth experience Thamini Uhai introduced, implemented and scaled up birth companionship program a key ingredient in promoting respectful maternity care in Kigoma, Katavi and Geita regions by supporting upgrading of labour rooms for audio and visual privacy to support birth companionship practice in 25 health facilities contributing to governments efforts to reduce maternal and neonatal mortality in Tanzania. Thamini Uhai is Headquartered in Dar-es-salaam and has a sub-office in Kigoma.  

Thamini Uhai is seeking a highly motivated and experienced candidate to join a strong, innovative  and creative team in the organization in the position described below: 

Position : Administrative Assistant 

Duty station : Dar es Salaam 

Reporting to : Finance and Administration Lead 

Purpose of the role: 

The Employee will serve as Administrative Assistant to the organization’s Main Office in Dar-es salaam. She/he will work under the Finance and Administration Lead, She/he will assist in  coordinating Finance and Admin, will be responsible for ensuring smooth operation of the Kigoma  and Dar office. 

Key Responsibilities: 

The Employee’s duties shall include, but are not limited to: 

1. Provide finance and administrative support to the Finance and Administration Lead and  other Kigoma and Dar office staff.  
2. Monitor and document appropriately and timely documents on finance activities for the  Kigoma and Dar office including the advance requests and reimbursements,  procurement, logistics and administration documents. 
3. Support the Finance and Administration Lead to ensure effective assets and inventory  management of the Dar office assets and supplies including ensuring vehicle(s) are  properly maintained, compiling a list of assets/equipment and ensuring it is updated  quarterly, manage acquiring of stationeries and other supplies required for the office. 
4. Support the Finance and Administration Lead on procurement functions for Thamini Uhai  in Dar, ensuring procurement is done according to the policy and agreed standards for  timeliness, quality and proper documentation of all procurements. 
5. Prepare all the financial documents, bills, and other supporting document before making payments to the staff and other third parties. Maintain records of all  procurement including quotations, invoices, local purchasing orders and payment  records.  

6. Handle general office duties such as processing of documents, drafting and sending  letters, photocopying, printing. Other duties are such as overseeing the reception area,  maintaining adequate inventory of office supplies, dealing with post, faxes, internal and  external email queries.  
7. Assist in arranging meetings/conferences and ensure all the requirements for the  meetings are met. 
8. Ensure there is sufficient internet connectivity and all office equipment are in working  order at all times  
9. Ensure staff and consultants logistics needs are met including arranging travel and hotel  accommodation related to project activities as needed.  
10. Assist the Finance and Administration Lead to ensure there is sufficient internet  connectivity and all office equipment are in working order at all times.  
11. Maintain clean office premises; ensure necessary supplies in the kitchen are available as  well as other supplies such as toilet rolls, soap, clean towels.  
12. Maintain office petty cash and ensure all disbursements and replenishments are recorded  accurately.  
13. Maintain confidentiality of administrative and financial information as per Thamini Uhai  policy. 
14. Oversee the day to day management of office, including supervision of the administration  staff and ensuring smooth operations. Direct and oversee all administration related  activities including security, health and safety, preventative and corrective maintenance,  office supplies, transportation and logistics. 
15. All such other duties as shall be assigned by the supervisor. 

Education and Experience: 

• Advanced Diploma in Business Administration, Accounting, Finance with 3-5 years  relevant experience;  
• OR Bachelor’s degree in Business Administration, Accounting, Finance with 1-3 years  relevant experience. 
• Ability to work with others and to develop and maintain compatibility among members,  board, project staff, subcontractors, and authorities. 
• Work independently with initiative to manage high volume workflow. Routine coordination with Thamini Uhai employees, consultants, on-site and in the field.
• Must have report writing skills and be able to communicate with impact and ability to  prioritize and handle pressure situations. 
• Resourceful in gathering information, Handle information with accuracy and precision Must exhibit high levels of professionalism, integrity and ethical values at all times. 
• Excellent organizational, time management and interpersonal skills, both in planning and  organizing work to meet deadlines 

Compensation: Thamini Uhai is an equality employer, Salary will be set according to education,  experience, and previous compensation history.  

How to apply:  

• Email a cover letter and your Curriculum Vitae ONLY, along with the names, email  addresses, and phone numbers of three professional references, with the title in the  subject line: “Administrative Assistant” to hr@thaminiuhai.or.tz 
• Only complete applications will be considered. Only shortlisted candidates will be contacted and will be required to bring their original certificates during the interview. 
• Thamini Uhai is an equal-opportunity employer. 

Closing Date: 23th August, 2024