Office Secretary at CCTTFA Tanzania

Office Secretary
Office Secretary at CCTTFA Tanzania August 2024
Background
The
CCTTFA is a multilateral agency formed through an Agreement by the six
Governments of the Republic of Burundi, the Democratic Republic of the
Congo (DRC), the Republic of Malawi, the Republic of Rwanda, the United
Republic of Tanzania, and the Republic of Uganda with its Headquarter in
Dar es Salaam-United Republic of Tanzania. The Central Corridor is the
integrated transport multimodal and logistics network that connects
CCTTFA Member States to the sea through the port of Dar es Salaam.
CCTTFA works with the member states Governments and other Development
Partners to improve the efficiency of the transit corridor for smooth
facilitation of transit trade.

The CCTTFA Permanent Secretariat
is looking for a prospective applicant to fill a vacant position of
Office Secretary, which needs to be filled urgently at its Headquarter.
The Office Secretary to be hired is expected to be highly professional
and competent who meets the below merits per the TORs.

Role and Responsibility of Office Secretary
The
overall objective of this role is to provide comprehensive
administrative and secretarial support to ensure the smooth and
efficient operation of the organization’s office including managing
communications and maintaining accurate office records to ensure that
the Central Corridor TTFA is properly implementing and complying with in
accordance with the systems and procedures in place, according to the
CCTTFA Policies and Procedures towards improving the corridor
performance. The role is essential for maintaining an organized,
responsive, and well-functioning office environment that supports the
organization’s goals and objectives.

The Office Secretary’s specific roles will be:

• Using variety of software packages, such as Microsoft Word, Outlook,
  PowerPoint, Excel, and Access to produce, edit, and proofread
  correspondences, reports, documents as well as maintaining
  presentations, spreadsheets, and databases.
• Manage physical and
  electronic filing systems while ensuring the security and
  confidentiality of documents. Prepare and Manage correspondences,
  reports and other documents. Type and distribute minutes of meetings
• Coordinate the flow of information both internally and externally through archiving and retrieve documents as needed.
• Screening
  and directing incoming calls and mails, communicate verbally and in
  writing to answer inquiries and provide information. Archiving,
  organizing, and updating office documents in both hard and soft as per
  CCTTFA Guidelines and Standard Operating Procedures.
• Any other tasks as may be assigned by the supervisor.

Reporting/Coordination
Office
Secretary — shall be reporting to the Director of Finance and
Administration of CCTTFA or any other designated official within CCTTFA.

Skills and Experience:
In performing his/her, duties the Office Secretary, will always be required to demonstrate the following experience and skills:

• Good interpersonal, intercultural, and organizational skills for effective interaction with diverse stakeholders.
• Excellent
  communication skills. Strong attention to details, efficient time
  management, and ability to manage and prioritize multiple tasks. Minimum
  of At least 5 years of extensive experience in Office Secretarial or
  administrative role.
• At least 5 years of previous experience
  working with Regional or International Organization, supporting senior
  executives or management will be an added advantage.
• Appropriate
  Information and Computer technology skills are desirable. Familiarity
  with and ability to use various office equipment such as Laptops/
  Desktop, printers, office scanners with typing speed.
• Ability to maintain confidentiality and handle sensitive information

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Minimum Qualifications:

• Diploma
  in Office Management and Secretarial Studies (DOMS) / Secretarial
  Studies and Administration / or Secretarial Management Protocol &
  Etiquette or related Field from a recognized university.
• Bachelor
  Degree in related fields and/or Additional certifications in office
  management, secretarial studies will be an added advantage. Language
  Proficiency Proficiency in spelling, punctuation, grammar and other
  English Skills is a must.
• Knowledge of French will be an added advantage. Length of Contract:

Duration of contract is 5 years (five years) renewable subject to performance.
Notice for Applicants:
Closing Date: Tuesday 13rd August 2024 – Midnight
Submission Method: We only accept email submissions.
Please send your updated CV to: procurement@centralcorridor-ttfa.org
Note: Only shortlisted Applicants will be contacted for further stage of Interview