Roles Summary
To administer the Dar es Salaam office, oversee essential administrative activities at the EGPAF Dar es Salaam office, and to support and build the capacity of the Field Office Administrative staff.

Essential Duties and Responsibilities
Reception
Ensure good relationship between the Foundation and the public in person, over the phone, and through e-mails when interacting with or visiting the Dar Office.

Ensure Dar Office Access Procedures are followed at all times.

Mail & parcel Administration
Administer incoming and outgoing documents and parcel courier through DHL EMS and others
Secretarial Duties
Update EGPAF Tanzania Staff Contact list on a monthly basis and disseminate to All Staff.
Oversee and facilitate hotel, transport logistics, visa requirements, and other travel needs for international visitors.
Organize and assist with international travel arrangements for all Dar Office staff.
Manage key vendor relationships with local hotels, Travel Agency, and telephone companies.
Manage EGPAF Master Calendar and update accordingly.
Property and Equipment Management
Oversee the use and maintenance of the office equipment including the photocopier, fax, binding machine to ensure that they are in working order and arrange for their repair and maintenance as needed.
Oversee proper running of utilities for the building such as electricity water and proper function of telephone lines.
Manage the cleaning of the building and the surrounding.
Manage safety and security of the building and assets.
Work with Landlord, Landlord’s Property Management Firm, and Repairmen to maintain and fix office as needed.
Contract maintenance of all office equipment: Ensure that all office equipment and work space properly maintained and serviced.

Driver / Vehicle Management
Vehicle maintenance: Ensure that all foundation vehicles are properly maintained and log books are daily recorded.
Provide log book and fuel records to Procurement and Logistics Department on a monthly basis.
Maintain/update Drivers’ travel Advance and Expense Register
Maintain/update Personnel Activity Report (PAR) for Drivers, Day Guard, and Office Attendant.
Maintain/Update fuel monitoring Register for three Dar vehicles.
Coordinate activities of Drivers and use of Dar Office vehicles in accordance with the needs of the Dar Office and its staff.

Field Support
Liaise with Field Admin Staff to ensure standard Admin policies and procedures are implemented in each office.

Conduct Trainings and Meetings with Admin Staff to build capacity and understanding of Admin activities.

Conduct visits to Field Offices to assist with implementation of Admin activities and build capacity and understanding of staff.

Other Duties
Assess Admin policies and procedures on an on-going basis to identify and propose new policies or changes as needed, in addition to monitoring the implementation of existing Admin policies to ensure they are being properly adhered to.

Act as a company Secretary for EGPAF Tanzania and ensure timely filing of Annual returns with Business Registration and Legal Authority (BRELA)
Manage Business Continuity Plan for the Dar Office and support field offices in completing the plan for each field office.
Any other relevant duties as assigned by the Director of Operations.
Supervisory
Supervises Administrative Assistant
Supervises three Drivers
Supervises two Office Attendants.
Supervises Day Guard/Receptionist.

EGPAF is an equal opportunities employer and the position is open to all. Qualified candidates should submit a CV, cover letter and relevant certificates explaining how the experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.

Submissions to be sent to:
HR Manager
Elizabeth Glaser Pediatric Aids Foundation,
P.O. BOX 1628,
395 Ursino Park , Mwaikibaki Road, Morocco.
Dar es Salaam, Tanzania.
Or e-mail: recruitment.tanzania@pedaids.org
Closing date: 4th August 2017.
Only shortlisted candidates will be contacted.