Facilities & Admin Assistant

Business Unit: Corporate

Career Area: Africa

Location:

Dar Es Salam, Tanzania, TZ

Position/Employment Type

Facilities and Admin Assistant/ Full Time Employee

Organization/Reporting Line

Head of Human Resources

Place Of Work/Travel

Dar es Salaam, Tanzania

Contact And Cooperation

Internally: Main cooperation coordinating with the Management and the Staff.

Externally: All clients walking in, Visitors, Security Officers, suppliers etc.

Job Summary

Facilities and Admin Assistant is tasked to ensure the office runs smoothly from the front office to the general cleanliness of the offices environments. Work closely with Branches on any issues of domestic staff and office maintenance and cleaning.

Key Responsibilities

• Welcoming clients and visitors to the HQ office and ensure there is a cover up in your absence whether on any sort of leave or emergences.
• Train one of the Office based staff for a temporary cover in your absence preferable a lady with front office professional qualities, this person should continue with her own duties but can be a cover only during your absence.
• Oversees outgoing and incoming mails
• Efficient handling of the switchboard.
• Secretarial duties such as printing, copying, shredding etc
• Ensuring the reception area is tidy
• Efficient handling of GW Official documents
• Travel arrangements for office staff after approval
• Supervision of GWTZ cleaners /Gardners – the full offices cleaning etc
• Ensuring small purchases are done like sugar /coffee
• Ensuring compliance with health and safety regulations
• Cooperating with HR personnels in arrangements of staff engagement events
• Space & Event Setup: Arranging meeting rooms, setting up equipment for events, and handling office, furniture, or equipment moves.
• Safety & Security: Assisting with health and safety compliance, performing building checks, acting as a fire warden, and managing key/access requests
• Perform any other duties you might be assigned by the Management

Principal Outputs Of This Role

• Customer satisfaction.
• Cost reduction
• Seamless, safe, and efficient daily operation of the office environment.

Authority

Refer to GW Security Authority Matrix.

Accountability

The Facilities and Admin Assistant is accountable to the Human Resources Manager/ Manager for the responsibilities stated in this job description. These responsibilities will be monitored and managed through the mid-year and annual performance review and supported through the monitoring of KPIs.

Competencies

• Highly organized, professional, engaging and hard-working.
• Personal commitment in getting all tasks completed within shortest time.
• Enjoy the opportunity to use my initiative and meet deadlines.
• Competitive customer care skills
• Skilled in business communications and customer service.
• Outstanding communication, computer, and multi-tasking skills.
• Remarkable skills in welcoming all clients and staff.
• Excellent telephone, interpersonal and coordination skills.

Qualifications & Experience

• Diploma in any field from a recognised Institution plus experience in front office /facilities management.

Common Certifications

• Certificate in communication and customer care with British Council
• ICDL Profile Certificate
• At least 5 years’ experience in Customer Care and Front Office Management.

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