Associate Administrative Officer, Receptionist and Air-ticketing

The Associate Administrative Officer is responsible for providing administrative and office support to the Jhpiego Tanzania office. This includes providing administrative/office support to the Jhpiego Tanzania office, field office staff, visitors and/or consultants on hotel booking, and international and SSTA accommodation for all projects. S/he will coordinate with the Senior Operations Manager on local, regional and international travel and other administrative issues. The Administration Officer will be proactive and work closely with the Senior Operations Manager to improve administrative support.

This position will be closed on August 11, 2025

Ticketing Management: 

• Manage the Blanket Purchase Order (BPO) trucker by making sure we do not exceed the limit by entering the Purchase Order (PO) amount every week for both travel agents
• Serve as the contact person in arranging local, regional and international staff travel, which includes, Booking air tickets, both domestic and international
  • Make payment for the tickets purchased following the office procedure
  • Arranging for travel advances (TAR – travel Advance request for international travel), Making hotel reservations for international travelers, Submitting the traveler visas application to the consular/embassy as needed. o Keep copies of Jhpiego staff travel document (Passport); make sure the passport is valid for more than 6 months 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

2. Hotel Management for international travelers:

• Assist in international staff travel, including air tickets, airport transfers, arranging travel advances, and making hotel reservations. 
• Work with travelers in securing the travel visa as needed
• Work with Baltimore backstop team for hotel booking and payment through Credit Cards
• Collect invoices and attach the relevant support documentation; responsible for preparing Purchase Orders for the hotels, work closely with the VAT outsourcing company in pursuing VAT refunds.
• Work with the Finance team to close all non-paid Purchase Orders from QBE monthly; work with the Regional and/or Zonal offices to make sure the Purchase Orders are completed and closed.
• Verifying all international hotel invoices and airport transfers invoices and attaching the relevant support documentation; responsible for preparing Purchase Orders for the hotels.
• Foresing and updating the hotel contract both from vendor and Jhpiego hotel list.

3. Office Management:

• Professionally attends all Jhpiego visitors and introduces them to the appropriate staff that they have come to meet. Make sure the office reception is attended all the time.
• Keep the mailbox keys, advise drivers to follow up with the incoming mails, route the mails to the respective owner.

• Manages the Jhpiego petty cash account in accordance with standard and procedures. Obtains approvals for all disbursements prior to payment, codes correctly all expenses, completes the petty cash reconciliation form and submits periodically to the Finance Manager for review and replenishments. Monitors the balance to ensure an ample lead-time for replenishments.
•  Assists the Operations Manager in following up on office utilities (electricity and water) including ensuring prompt payment of bills, reconciling payments, sorting invoices and allocating to appropriate department, record to the tracker.
• Manage the conference rooms, make sure they are always clean and ready for a meeting at any time, make reservations, confirm with the applicant meeting requirements and plan for the meeting in advance.
• Manage and make sure the office is locked and armed, windows and blinds before and after the workday,
• Ensure office equipment and lights are turned on and off as appropriate and portable equipment is locked away.
• Ensures the Jhpiego office is free of pests by advising the supervisor on fumigation time.
• Ensure timely service and maintenance of the office equipment’s are properly done

• University degree and/or college diploma and minimum 5 years of relevant experience in a related field
• Secretarial training and/or office management training
• Proficient in the use of computers and Microsoft Office

 Knowledge:  

• Experience working in a busy office within the private sector, especially with an international organization Proficiency in both written and spoken English and Kiswahili.

• A wide variety of administrative, office management and computer skills
• Experience in managing teams and supervising multi-cultural staff.
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
• Excellent organizational skills, including the ability to handle a variety of assignments, sometimes under pressure of deadlines.
• Be cooperative, hardworking, flexible & dependable.
• Ability to communicate effectively, instilling trust and confidence.
• Pleasant, warm and outgoing personality.
• Excellent interpersonal and communication skills.
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities to achieve the goals/objectives set by the organization

Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Please apply at www.jhpiego.org/careers

Applicants must submit a single document for upload to include cover letter, resume, and references.

For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

RECRUITMENT SCAMS & FRAUD WARNING

Jhpiego has become aware of scams involving false job offers. Please be advised:

• Recruiters will never ask for a fee during any stage of the recruitment process.
• All active jobs are advertised directly on our careers page.
• Official Jhpiego emails will always arrive from a @Jhpiego.org email address.
• Please report any suspicious communications to Info@jhpiego.org