Senior Office Management Assistant Grade L-1 at KCMC University Tanzania

KCMC University is seeking qualified candidates to fill the following vacant position within the Vice Chancellor’s Office.

Educational Qualifications

• A holder of Diploma in Secretarial Studies whereas bachelor’s degree in Secretarial Studies, Public Administration, Office Management, Computer Applications, Microsoft Office, Records and Archives Management, or Customer Service is highly desirable.

Working Experience

• At least five years as Office Management Assistant of a higher learning institution or in a Public Organization is an added advantage.

Knowledge, Technical Skills, and Abilities of Senior Office Management Assistant

Knowledge

• Office management principles: Proficient knowledge in office organization, workflow, scheduling, and records management.
• Records and information management: Familiarity with proper filing, archiving, and handling of confidential documents.
• Protocol and etiquette: Knowledge of executive communication protocols, both internal and external.
• Public administration: Understanding government policies and how they relate to higher education institutions.
• Meeting and event coordination: Knowledge of organizing high-level meetings, conferences, and University functions.
• Regulatory compliance: Awareness of University regulatory status, policies, procedures, and ethical requirements is an added advantage.

Technical Skills

• ICT Proficiency: Excellent command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting tools.
• Typing and transcription: High-speed typing, including audio transcription and minute-taking.
• Data entry and database management: Accuracy in handling sensitive data related to university management.
• Document drafting and editing: Ability to draft memos, letters, reports, and speeches in a professional tone.
• Scheduling and calendar management: Efficient use of scheduling tools to coordinate high-level executive engagements.
• Reporting and analytics: Ability to prepare executive summaries, briefs, and analytical reports.
• Digital filing systems: Use of cloud-based systems for secure and efficient document storage and retrieval.
• Travel and logistics coordination: Skills in organizing travel, accommodation, and protocol arrangements for the VC and guests.

Abilities

• Confidentiality and discretion: Ability to handle sensitive information with the utmost professionalism and privacy.
• Time management and prioritization: Capacity to work under pressure and meet strict deadlines with minimal supervision.
• Interpersonal and communication skills: Excellent verbal and written communication relaying official messages and instructions from respective executives to their subordinates.
• Problem-solving and initiative: Ability to anticipate needs, propose solutions, and act proactively.
• Multitasking: Efficiently manage multiple tasks, often with changing priorities.
• Attention to detail: Strong accuracy in preparing documents and managing schedules.
• Team collaboration: Ability to work with administrative teams respectfully and supportively.
• Adaptability: Comfortable adjusting to changing priorities and executive directives.

Duties of Senior Office Management Assistant Grade L-1

The Senior Office Management Assistant in the office of the Vice Chancellor will be responsible to the Vice Chancellor in all secretarial duties of the University, and specifically perform the following activities of the Vice Chancellor’s office:

• Drafting and attending to confidential letters/matters.
• Maintaining records of incoming and outgoing correspondences and files while maintaining confidentiality.
• Maintaining a record of events including appointments, meetings, and visiting schedules by keeping a diary.
• Sending replies to requests for the Vice Chancellor, advising them, and reminding them of appointments and meetings as well as the nature of the visitor’s interest.
• Entertaining and receiving visitors and providing them with relevant information with a view to meet their needs.
• Relaying official messages and instructions from respective executives to their subordinates.
• Scheduling conferences and meetings, and informing the respective attendees and providing for refreshments during meetings or in a regular day’s work.
• Making travel arrangements for supervisors, University Executives, and Guests.
• Ensuring that there is adequate and efficient operation of office functions daily.
• Performing other duties as may be assigned by the immediate Supervisor.

Remuneration for the Posts

• As per qualifications and conditions.