<table class="MsoNormalTable" style="width:669.0px;border-collapse:collapse;border:none" border="1" cellspacing="0" cellpadding="0"> <tbody> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Position/Employment type: </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Facilities and Admin Assistant/ Full Time Employee </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Organization/Reporting line: </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Head of Human Resources </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Place of work/Travel: </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Dar es Salaam, Tanzania </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Contact and Cooperation: </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Internally: Main cooperation coordinating with the Management and the Staff. Externally: All clients walking in, Visitors, Security Officers, suppliers etc. </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Job Summary: </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> 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. </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Key Responsibilities: </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> <ol style="margin-top:0.0in;margin-bottom:0.0in" start="1" type="1"> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">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.</li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">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.</li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Oversees outgoing and incoming mails</li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Efficient handling of the switchboard.</li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Secretarial duties such as printing, copying, shredding etc</li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Ensuring the reception area is tidy</li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Efficient handling of GW Official documents </li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Travel arrangements for office staff after approval </li> </ol> <ol style="margin-bottom:0.0in;margin-top:0.0px"> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Supervision of GWTZ cleaners /Gardners – the full offices cleaning etc </li> </ol> <ol style="margin-top:0.0in;margin-bottom:0.0in" start="10" type="1"> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Ensuring small purchases are done like sugar /coffee </li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Ensuring compliance with health and safety regulations</li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Cooperating with HR personnels in arrangements of staff engagement events</li> <li style="margin-bottom:9.0pt;line-height:18.0pt;background-color:white;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Space & Event Setup: Arranging meeting rooms, setting up equipment for events, and handling office, furniture, or equipment moves.</li> <li style="margin-bottom:9.0pt;line-height:18.0pt;background-color:white;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Safety & Security: Assisting with health and safety compliance, performing building checks, acting as a fire warden, and managing key/access requests</li> <li style="margin-bottom:3.0pt;text-align:justify;margin-top:0.0in;margin-right:0.0in;font-size:11.0pt;font-family:Arial, sans-serif">Perform any other duties you might be assigned by the Management</li> </ol> </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Principal Outputs of this Role: </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> <ul style="margin-top:0.0in;margin-bottom:0.0in"> <li style="margin:0.0in 0.0in 0.0in 0.0px;text-align:justify;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Customer satisfaction.</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;text-align:justify;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Cost reduction</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;text-align:justify;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Seamless, safe, and efficient daily operation of the office environment.</li> </ul> </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Authority: </td> </tr> <tr style="height:16.6pt"> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Refer to GW Security Authority Matrix. </td> </tr> <tr style="height:16.6pt"> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Accountability: </td> </tr> <tr style="height:16.6pt"> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> 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. </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Competencies: </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif"> Highly organized, professional, engaging and hard-working.</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;text-align:justify;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Personal commitment in getting all tasks completed within shortest time.</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;text-align:justify;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Enjoy the opportunity to use my initiative and meet deadlines.</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;text-align:justify;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Competitive customer care skills</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Skilled in business communications and customer service.</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Outstanding communication, computer, and multi-tasking skills.</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Remarkable skills in welcoming all clients and staff.</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Excellent telephone, interpersonal and coordination skills.</li> </ul> </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;background-color:#d9d9d9;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> Qualifications & Experience: </td> </tr> <tr> <td style="width:501.55pt;border:solid windowtext 1.0pt;border-top:none;padding:0.0in 5.4pt 0.0in 5.4pt" valign="top"> <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Diploma in any field from a recognised Institution plus experience in front office /facilities management.</li> </ul> Common Certifications: <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">Certificate in communication and customer care with British Council</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">ICDL Profile Certificate</li> <li style="margin:0.0in 0.0in 0.0in 0.0px;line-height:normal;font-size:11.0pt;font-family:Calibri, sans-serif">At least 5 years’ experience in Customer Care and Front Office Management.</li> </ul> </td> </tr> </tbody> </table>

Facilities &Admin Assistant (Dar Es Salam, Tanzania, TZ) @ GardaWorld

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