Kazi, kazi, kazi

The Aga Khan University Institute for Educational Development, Eastern Africa, invites applications for the following position, based in Dar es Salaam, Tanzania. You are encouraged to inform all those who qualify for this position to apply.
1. EXECUTIVE ASSISTANT FOR THE DIRECTOR’S OFFICE
Reporting to the Director, AKU-IED EA, the appointee will be responsible for providing effective and efficient administrative and secretarial support to the Director’s Office at AKU-IED EA. His or her specific duties will include
• Ensure effective and efficient functioning of the office of the Director.
• Provide briefing materials to the Director, management of information flow (email, verbal, written) and follow-up on deadlines and commitments made.
• Coordinate social and operational aspects of visits from official visitors to IED, and events hosted by IED (Graduation, Conferences, Seminars, Workshops) by:
• Maintain liaison with external agencies (e.g. donors, visiting faculty, partners, stakeholders) to ensure efficient follow-up and information-flow.
• Act as secretary to the Management Advisory Group and other committees where the Director is represented and may require assistance (note taking and transcribing, ensuring decisions made are implemented, circulation of notes and scheduling meetings).
• Liaise with the Administrative Assistant Director’s office in organisation and logistics of Director’s travel.
• Maintain office library and database of official contacts.
• Any other duties as requested by the Director.
The ideal candidate should posses a first degree in Public Administration or other related field from a recognised university and at least 3 years of secretarial experience at a senior level especially in an education setting. Other requirements include proficiency in Microsoft applications (Word, Excel, and Access) and ability to communicate effectively in both English and Kiswahili. The candidate must have excellent interpersonal and team building skills, evidence of taking initiative and a record of providing a friendly, efficient and supportive service. A diploma in secretarial skills will be an added advantage.


ADMINISTRATIVE ASSISTANT

Reporting to the Associate Director, Administration or nominee, the appointee will be responsible for providing effective and efficient administrative and secretarial support to the Associate Director, Administration and to Faculty at AKU-IED, EA. His or her specific duties will include.
• Scheduling of appointments and providing support on the daily tasks of supervisors (including organising documentation and resources for meetings or classes)
• Carrying out general office administration functions, which include maintaining and operating appropriate and efficient communications systems such as telephone, fax, email, mail and courier service and attending to day-to-day administrative issues
• Maintaining efficient systems to ensure all incoming and outgoing correspondence is properly received, recorded and distributed
• Maintaining efficient filing systems
• Taking minutes during meetings outlining recommendations and tasks assigned
• Liaising with the Administrative Assistants in general administration to follow-up on relevant arrangements e.g. transport or travel
• Ensuring proper travel arrangements and itineraries are made
• Maintaining task lists
• Assist with web-based and library research
• Any other duty as may be assigned by the Supervisor
The ideal candidate should hold a Bachelor’s degree in Secretarial Studies or equivalent and should have at least two years of related work experience. S/he should demonstrate initiative, strong interpersonal skills and should be proficient in the use of all MS Office applications as well as good communication skills.


Please send your application, an updated CV and testimonials, including the names, postal and e-mail addresses, telephone/fax numbers of two professional references, addressed to the Human Resources Coordinator, AKU - TIHE P.O. Box 125, Dar es Salaam; Fax (+255) (0)22 2150875 or email hr.iedea@aku.edu by May 12, 2010. Only short-listed candidates will be contacted. For further information, please visit www.aku.edu