Job description
Administration Assistant cum
(Front Desk Officer)
Place of work:
Head office, Tanzania
Salary:
Competitive with excellent benefits
Reports to:
Office Administrator
Manages:
No line management roles
Job reference:
Doc Version: HR-JD/1/2015
Introduction
WaterAid’s Vision is of a world where everyone has access to safe water and sanitation. Our
mission is to transform lives by improving access to safe water, hygiene and sanitation in the
world’s poorest communities, WaterAid works with partners to maximize its impacts for
policy change/influence.
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WaterAid works through supporting local organizations and government authorities to design
low cost sustainable projects using appropriate and affordable technologies that can be
managed by the community itself. WaterAid also seeks to influence the policy change
through government and other key international organizations to secure and protect the right
of poor people to safe, affordable water and sanitation services.
Overall Job Purpose
To proactively ensure that effective and efficient administrative support is provided to staff in
the Country Programme Office. This includes logistical responsibility for in-country and
international travel, accommodation facilitation, upkeep and management of organisation
property.
Key Accountabilities:
To oversee the provision of administrative support for the WATz office by:

Supporting the Front Office & Office Administrator to ensure that
procurement services are provided in such a professional fashion that
results in Value for Money and quality services / goods.

Ensuring that a high standard of secretarial service is provided to
WaterAid including an efficient system for keeping all records.

Support the Office Administrator in ensuring that all rental, utility bills,
subscriptions or other service contracts (photocopier, internet and other
machinery servicing contracts) are renewed in a timely manner

Supporting the Office Administrator to ensure that all valuable assets are
insured and that all insurance policies are kept up to date.

At all times act according to the highest standards of professionalism and
personal integrity in managing and overseeing the affairs of WATz.

Manage the WATz telephone billing system together with delivering
individual account statements.
Ensure prompt systematic filling and imaging of all documents.

To provide logistic services in a timely and reliable fashion by:

Support the Finance team in preparing payment vouchers, petty cash
management and conducting any bank related errands.
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To ensure support is given to the Office Administrator that an effective and
efficient transport management system is in place, through the following;
Surveying the transport needs and ensuring that an effective system is in
place to these needs of staff in the most cost-effective manner possible.

Support the drivers in enabling high quality maintenance, regular servicing
of vehicles, and other mechanical equipment.

Ensuring that all vehicles in the WaterAid fleet are roadworthy and
immediately advising the Office Administrator if any problems are
anticipated

Undertake any other responsibilities, tasks or activities as reasonably
required as the above is given as a broad range of duties and is not
intended to be a complete description of all tasks. It is important to note
that the responsibilities may change to meet the evolving needs of the way
WaterAid works.
Front office
-
-
To ensure that all visitors are received in courtesy in order to promote
good front office image.
Assess needs of visitors and refer them to appropriate
individuals/department.
To ensure that office surroundings are maintained in a clean and
respectable manner
To supervise and maintain good gardening, and cleanliness in and around
the offices
Make sure that there is enough supplies of essentials at all times
Operate the switchboard and mobile telephones and ensure that proper
records are kept on personal use of phone/Printers and such information is
forwarded to Administration for appropriate action, and to advice on good
use of phones.
To ensure callers to the office are received and their requests attended to
according to WaterAid policy and clear direction given
To monitor all telephone calls and to verify telephone bills in line with
actual calls and classify official and non-official calls to determines staff
with unofficial calls.
Develop and monitor a budget for telephones ( mobile and landline)
Telephone system of self answering is at the reception. Your will only
attend to unanswered calls and assist communication where needed and if
a person is not available take messages and put in the staff pigeon hole.
Ensure proper recording of all incoming and outgoing letters/faxes
Receive and timely distribute mails, couriers, faxes etc.
Regularly update contacts register and distribute to all concerned
individuals, organisations.
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-
Ensure office equipment (phone, fax, scanner, computers etc) in good
working order and are well maintained.
for good operation and maintenance of telephone, fax, photocopier and
computer
Responsible for switching off and covering all appliances before leaving
the office
Person Specification
Commitment to WaterAid’s Values and working style that exhibits our leadership
behaviours
Education and aptitude:
Diploma or Advanced Diploma in
Administration/ Office management or Professional secretarial studies
Business
Job related experience and knowledge:

Knowledge of office administration and management with a minimum of 12 years working experience in a busy preferably international organisation.

Knowledge of air ticketing, immigration rules, training and workshop
venues, office cleanliness, hygiene, gardening and ground keeping

Experience in procurement and logistics administration.

Highly organized, comfortable with responsibility, have sound judgment,
excellent organizational and analytical skills, initiate work plans and deliver
effectively to deadlines

Secretarial and Computer Skills in MS Windows, Word, Excel, Internet
explorer, Microsoft outlook and preferably knowledge of Computer
Networking
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Competencies
Essential Character:
Desirable
Additional competencies:

Personal Integrity

Planning and organising

Customer Care

Result orientation

Relationship building

Safety Awareness

Pro-active and results
orientated

Problem solving and
decision making

Endurance

Multi lingual
Flexibility


Negotiation

Calm and Collected

Problem solving
Decision making

Customer Care
Basic office equipment
maintenance




Understanding Others
Accountability
/Trustworthiness

Self starter and a finisher



Ability to work under
pressure and learn new
ways of doing things
Team work
Professional attitude
towards work

Microsoft Office usage.

Fluent in English
Language and Writing
Date of issue:
This Job Description is not incorporated in the employment contract. It is intended as a guide and
should not be viewed as an inflexible specification as it may be varied from time to time in the light
of strategic developments and following discussion with post holder. The post holder will be
expected to work to agreed objectives in accordance with the performance review process.
Name of employee
…………………..…………..………………………………………….……………..……
Employee’s signature …………………………………… Date ……………………
People and Organisational Development Manager’s signature……………………………………….…
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