Administrative Officer Ticketing [one position based in Dar es Salaam]
Position Overview:
The Administrative Officer is responsible for providing administrative and office support to Jhpiego Tanzania office. This includes providing administrative/office support to the Jhpiego HQ office, field office staff, visitors and/or consultants. S/he will coordinate with the Operations Manager on local, regional and International travel and other administrative issues. The Administration Assistant will be proactive and work closely with the Operations Manager to improve administrative support as required.
Role and responsibilities:
- Provide administrative/office support to the Jhpiego Tanzania staff, solve routine problems and ensure smooth running of the office.
- Manage the Purchase Order tracker by making sure we do not exceed the limit by entering the PO amount on weekly basis for travel agents.
- Serve as contact person in arranging local, regional and international staff travel..
- Booking air tickets both domestic and international.
- Make payment for the tickets purchased following the office procedure.
- Arrange for travel advances (TAR — travel Advance request for international travel).
- Making hotel reservations for International travelers.
- Submit the traveler visas application to the consular/embassy as needed.
- Keep copies of Jhpiego staff travel document (Passport), make sure the passport is valid for more than 6 month before travel.
- Manage the travel agent Technical Service Agreement by making sure they are updated on time.
- Make close follow up of statement reconciliation monthly.
- Collecting and maintaining the Jhpiego staff home directory log for pick up and drop off.
- Collect invoices and attach relevant support documentation, responsible for preparing POs for tickets.
- Request official receipts from vendors following payment or transfer made to them.
- Assist with general office functions while the Operations Manager is on leave or out of office on official duties.
- Provide regular feedback to the Operations Manager on routine office administrative and ticketing issue.
Required Qualifications
- University degree and/or Advance diploma on Business Administration and minimum 4 years relevant experience in related field
- Advance Diploma or Diploma on IATA training is an added advantage
- Secretarial training and/or office management training
- Proficient in the use of computers and Microsoft Office
- Experience working in a busy international organization
Jhpiego is an equal opportunity employer and offers a competitive package to the selected candidates in line with academic qualifications and relevant experience. The application email should have a subject line reading - Application for Administrative Officer Ticketing-based in Dar es Salaam, so that we do not miss your application.
Send the application through email at HRTZ@jhpiego.org
Please note that only shortlisted candidates will be contacted. The closing date for applications is two weeks after the first appearance of this advert.
Caution to the applicants:
There have been some bogus adverts online that require candidates to apply through some email addresses of public domains e.g. Yahoo, Gmail, Hotmail, etc. Kindly note: HRTZ@jhpiego.org is the address to use all the time. Please ignore any of those adverts. We also do not charge any application fee nor entertain any meetings or telephone calls. If shortlisted, you will get an official call from our office and receive required steps. If you suspect any wrong - doing kindly write to the Director of Human Resource, through inquiries.tz@jhpiego.org
Source:The Guardian June 28, 2018