NAFASI YA KAZI BARAZA LA MAASKOFU KATOLIKI TANZANIA (PERSONAL SECRETARY)

JOB VACANCY

PERSONAL SECRETARY

The Tanzania Episcopal Conference (T.E.C) as a permanent institution is the assembly of the Catholic Bishops of Tanzania whereby, according to the norm of law, certain pastoral functions are jointly exercised on behalf of Christ’s faithful in view of promoting the greater good which the Church offers to all people, especially through forms and programmes of her apostolate which are fittingly adapted to circumstance of our time and country.

CONTEXT AND PURPOSE OF THE ROLE

The purpose of this role is to provide efficient secretarial services to the Director of Pastoral Services as required for the smooth delivery of departmental services across the Secretariat. The Personal Secretary is accountable for management of logistics in the directorate.

ACCOUNTABILITIES & AUTHORITIES OF THE ROLE

• Receiving visitors; handles all visitors with courtesy and ascertains the nature of the visitor’s business and relays information to the director /accountable person;
• Receiving and directing telephone calls, and replaying telephone messages, emails and other forms of messages
•  Relaying messages and other office communication;
• Typing all forms of correspondence, memoranda, minutes and reports;
• Ensuring cleanliness and general upkeep of the office,
• Ensuring necessary equipments and working tools are in place;
• Organizing and maintaining a diary of appointments for the director;
• Organizing and arranging venue for conferences and training;
• Making travel and accommodation arrangements;
• Maintaining and balancing petty cashbook;
• Maintaining confidential files and other records including organising and storing paperwork, documents and computer based information;
• Performing routine office functions including copying, faxing and report preparation;
• Organizing departmental meetings and taking minutes of the same.

REQUIRED SKILLS AND KNOWLEDGE

Qualifications

·         Holder of Form IV certificate with passes in English and Kiswahili

·         Holder of  a Diploma in Secretarial Studies from the Tanzania Public Service College with  100/ 120 w.p.m shorthand either in Kiswahili or English

·         Certificate in Computer programs e.g. Microsoft Office package, Microsoft Office Internet, e-mail and Publisher

Experience

·         At least 2 years of working experience in a related field

·         A friendly and welcoming approach with high standards of self presentation

·         Good administrative skills and the ability to use email and booking systems

·         Shorthand and excellent typing skills, speed and accuracy essential

·         Excellent organizational, communication(both verbal and written) skills

·         Professional telephone manner

·         Good team working skills

Other attributes

·         A good deal of common sense, etiquette and an ability to think on one’s feet Familiarity with the use of office equipment i.e. telephones,  photocopiers, etc.

• Health & Safety, First Aid.

The Catholic Secretariat is now inviting eligible candidates who are strong and committed Catholics to apply for the above mentioned vacancy so as to reach us on or before closure of business day of 10.08. 2017. Candidates are required to submit cover letter, copies of certificates, recent Curriculum Vitae and evidence of one’s commitment to Catholicism. They should also provide short answers to the following questions in their cover letters;

(i)                   Why are you interested in this job?

(ii)                 Why would you consider yourself suitable for this job?

(iii)                What do you know about TEC?

Only shortlisted candidates will be contacted for interview.

Eligible candidates may apply to:

Secretary General

Tanzania Episcopal Conference

P.O.Box 2133

DAR ES SALAAM

(APPLICATIONS MAY ALSO BE RECEIVED  THROUGH EMAIL: hr@tec.or.tz)