Summary
Date Posted: Wednesday, August 07, 2019 , Base Salary: Not Disclosed

JOB DETAILS:
  On behalf of the The Arusha Technical College (ATC), MSD, Marine Services Company Limited (MSCL) and The College of African Wildlife Management (MWEKA), President’s Office, Public Service Recruitment Secretariat invites competent, experienced, highly organized and self-motivated to fill 10 vacant posts mentioned below;
MEDICAL STORES DEPARTMENT (MSD)
Medical Stores Department (MSD) was established by the Act of Parliament No.13 of 1993 as an autonomous department under the Ministry of Health, Social Development, Gender, Elderly and Children responsible for developing, maintaining and managing an efficient and cost effective system of procurement, storage and distribution of approved medicines and medical supplies required for use by all public health facilities.
PERSONAL SECRETARY II – 1 POST
SCOPE: Reporting directly to the Director General, the Personal Secretary provides executive support in a one-on-one working relationship. The Personal Secretary serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Director General. The Personal Secretary also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations activities. The Personal Secretary must be creative and enjoy working within an environment that is mission-driven, results-driven and team oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities, The Personal Secretary will have the ability to work independently from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion..

DUTIES AND RESPONSIBILITIES:
Executive Support
• Completes a broad variety of administrative tasks for the Director General including: managing an extremely active calendar of appointments; completing expenses reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the Director General schedules is followed and respected.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Director General, including those of sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Director General’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Director General to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer”, having a sense for the issues taking place in the environment and keeping the Director General updated.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Director General’s ability to effectively lead the Department.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows- through on activities to successful completion, often with deadline pressures.
BOARD SUPPORT AND LIAISON
Board of Directors
• Assists Board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all Board members
• Senior Management Liaison.
• Assists in coordinating the agenda of senior management team meetings and off sites, and all staff meetings.
COMMUNICATION, PARTNERSHIP AND OUTREACH: Ensures that the Director General’s bio is kept updated and responds to requests for materials regarding the Director General and the organization in general.
STRATEGIC INITIATIVES: Follows up on contacts made by the Director General and supports the cultivation of ongoing relationships

  Competency
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellence attention to detail;
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors;
• Expert level written and verbal communication skills; must communicate with clarity, exhibit a professional demeanor and convey sincerity and respectful in his/her communication;
• Demonstrated proactive approaches to problem-solving with strong decision-making capability;
• Emotional maturity; Must, at all times, present herself/himself in a manner that reflects the boss’ values and priorities;
• Highly resourceful team-player, with the ability to also be extremely effective independently;
• Proven ability to handle confidential information with discretion, be acceptable to various competing demands and demonstrate the highest level of customer/client service and response;
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment;

QUALIFICATIONS AND EXPERIENCE: National Form IV/VI with Diploma in secretarial duties from a recognized institution. Must have passed with shorthand of 100 w.p.m in Kiswahili and 100 w.p.m. in English with at least ten years work experience and an Executive Assistants certificate MDEA I. .

Job Education Requirements: Not Specified

REMUNERATION: An attractive package will be offered to the successful candidates.

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Job application procedure
  • A signed application letter should be written either in Swahili or English and Addressed to Secretary, Presidents Office, Public Service Recruitment Secretariat, 8 Kivukoni Road, P.O. Box 63100, 11102 Dar Es Salaam.
• Deadline for application is 20th August, 2019; 11 | 3
• Only short listed candidates will be informed on a date for interview;
• Presentation of forged certificates and other information will necessitate to legal action;
NOTE: All applications must be sent through Recruitment Portal by using the following address; http://portal.ajira.go.tz/  and not otherwise (This address also can be found at PSRS Website, Click ‘Recruitment Portal’)

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